About the job Wholesale & Ecommerce Operations Coordinator
JOB DETAILS
Job Title: Wholesale & Ecommerce Operations Coordinator
Location: Remote
Reports To: Operations / Leadership
Work Shift: Flexible with overlap during US business hours preferred
Working Hours: Part-Time (Approximately 20 hours/week; workload may vary seasonally)
Rate: $10-18/hr USD
Job Description
We are seeking a highly organized Wholesale & Ecommerce Operations Coordinator to support the day-to-day execution of wholesale, ecommerce, and fulfillment operations for a growing consumer brand.
The primary focus of this role is managing wholesale orders from approval through fulfillment, including coordinating with warehouse partners, communicating with specialty retail accounts, managing invoicing and payment follow-up, and ensuring orders are processed accurately and on time.
The role will also support ecommerce and broader operational workflows, including Shopify product setup, larger retail shipments, inbound inventory coordination, and warehouse management system updates. While some of these responsibilities may be introduced over time, we're looking for someone capable of growing into broader operational ownership as they become familiar with the business.
The ideal candidate is exceptionally detail-oriented, organized, proactive, and comfortable managing multiple moving pieces simultaneously. There are many order details, deadlines, retailer requirements, inventory movements, and internal trackers involved, so accuracy and follow-through are critical.
This is not a wholesale sales or inventory planning role. Success in this position depends on strong operational execution, attention to detail, communication, and the ability to keep orders and inventory-related workflows organized from start to finish.
Key Responsibilities
Wholesale Order Management
Review and approve specialty wholesale orders based on established business guidelines
Verify order requirements, minimum order quantities, inventory availability, and other relevant details
Manage wholesale orders from approval through fulfillment
Maintain accurate order records, documentation, and status trackers
Monitor outstanding orders and proactively follow up on next steps
Ensure orders are processed accurately and according to required timelines
Help resolve order discrepancies and other operational issues as they arise
Specialty Retail Account Support
Serve as a point of contact for specialty and boutique wholesale customers throughout the order process
Communicate order updates, shipping timelines, inventory issues, and fulfillment changes
Respond to order-related questions and help resolve customer issues
Maintain professional and responsive communication across approximately 50–100 specialty store orders during a given season
Ensure outstanding retailer requests and follow-ups are completed accurately and on time
Big-Box Retail Operations Support
Support the operational execution of orders for larger retail partners
Coordinate retailer-specific shipping requirements, labels, documentation, and other fulfillment requirements
Prepare and organize information needed for upcoming retail shipments
Coordinate with internal stakeholders and warehouse partners to ensure shipments are prepared correctly
Track upcoming shipment requirements and proactively communicate necessary next steps
Support the management of larger retail orders without owning direct retailer communication unless required
Warehouse & Fulfillment Coordination
Coordinate with warehouse partners on order packing, shipping, and fulfillment
Provide the warehouse with required order information, shipping labels, and documentation
Monitor order and shipment progress to ensure deadlines are met
Communicate inventory discrepancies or fulfillment issues to relevant stakeholders
Help resolve packing, shipping, and fulfillment challenges
Maintain clear communication between wholesale operations and warehouse partners
Inbound Inventory Coordination
Support inbound inventory shipments from factories and suppliers
Notify warehouse partners of upcoming inbound shipments
Complete required inbound shipment forms and documentation
Enter and maintain inbound shipment information within warehouse management systems
Track inbound shipments and ensure required information is communicated accurately
Help resolve discrepancies involving incoming inventory or warehouse receiving
Maintain organized documentation related to inbound inventory movements
Shopify & Ecommerce Operations
Create and update product information within Shopify
Enter product details, images, descriptions, variants, and other required information for product launches
Support product setup and launch preparation across Shopify
Maintain accurate ecommerce product information
Assist with updates across other ecommerce or retail platforms as required
Coordinate with internal stakeholders to ensure product information is complete and accurate before launches
Invoicing & Payment Coordination
Prepare and distribute wholesale invoices
Track outstanding payments and follow up with specialty retail customers as needed
Maintain accurate invoice and payment records
Coordinate internally regarding payment status and order completion
Help resolve basic invoicing or payment discrepancies
Reporting & Operational Tracking
Maintain wholesale, inventory, shipment, and operational trackers in Google Sheets
Use spreadsheets to track orders, deadlines, payments, shipments, and other operational information
Ensure trackers remain accurate and up to date
Organize operational data so outstanding tasks and upcoming deadlines are clearly visible
Identify missing information, discrepancies, or potential issues before they impact fulfillment
Support reporting and operational visibility as required
Operational Support
Maintain organized wholesale and operational documentation
Support seasonal wholesale market preparation, including product information, images, and platform updates
Manage multiple priorities and deadlines across wholesale, ecommerce, warehouse, and inventory workflows
Identify opportunities to improve operational processes and documentation
Assist with additional ecommerce and wholesale operational responsibilities as the business grows
Qualifications
Required
2+ years of experience in wholesale operations, ecommerce operations, order management, sales operations, or a similar operational support role
Experience supporting wholesale, retail, or B2B order operations
Experience managing customer or wholesale orders from approval through fulfillment
Experience coordinating with warehouses, fulfillment teams, 3PLs, or logistics partners
Experience supporting ecommerce, apparel, fashion, consumer goods, or similar product-based businesses
Hands-on experience with Shopify, including product setup, product information, or ecommerce administration
Strong proficiency with Google Sheets, including maintaining trackers, organizing operational data, and using common spreadsheet formulas and functions
Experience working with order, shipment, inventory, or fulfillment-related data
Familiarity with invoicing or accounts receivable workflows
Experience communicating professionally with business customers or wholesale accounts
Strong organizational skills with exceptional attention to detail
Ability to accurately manage workflows involving multiple steps, requirements, and deadlines
Strong problem-solving skills and ability to manage multiple priorities simultaneously
Strong follow-through and ability to proactively track outstanding tasks
Excellent written and verbal English communication skills
Comfortable learning and working within warehouse management systems and other operational platforms
Ability to work independently in a fast-paced environment
Preferred
Hands-on experience using a WMS or 3PL warehouse portal
Experience supporting both specialty/boutique wholesale accounts and larger retail partners
Experience preparing retailer shipping labels, documentation, or compliance requirements
Experience preparing product information, images, or catalogs for wholesale platforms
Experience improving operational processes, trackers, or documentation