About the Company
We are a growing wholesale company specializing in consumer products for major retailers across North America. We pride ourselves on delivering quality products and exceptional service while building long-term partnerships with our customers.
About the Role
We are seeking a highly organized and detail-oriented Wholesale Operations Coordinator to support our growing wholesale business. This position plays a key role in coordinating customer orders, managing shipment documentation, organizing product samples, and supporting daily business operations.
This is a hybrid position, with three days per week in our Midtown Manhattan office and two days working remotely.
You'll work closely with our sales, design, warehouse, factories, freight forwarders, and customers to ensure orders move smoothly from purchase order through delivery while maintaining exceptional organization and communication throughout the process.
This is an ideal opportunity for someone who enjoys wearing multiple hats, thrives in a fast-paced environment, and enjoys keeping projects organized and moving forward.
Key Responsibilities
Customer Order Management
- Receive and process customer purchase orders (POs)
- Review orders for pricing, quantities, ship windows, and SKU accuracy
- Enter orders into the ERP system
- Maintain PO trackers and customer order files
- Prepare all required order documentation
- Coordinate with internal departments to ensure accurate order execution
- Monitor order status from receipt through completion
- Communicate delivery updates and shipment information to customers as needed
Warehouse & Domestic Order Coordination
- Coordinate warehouse order fulfillment
- Provide routing and labeling instructions
- Monitor shipping schedules and routing compliance
- Follow up on shipment status
- Receive and maintain Bills of Lading (BOL)
- Generate customer invoices
- Keep shipment and invoice records organized and up to date
Import & Logistics Coordination
For imported orders, you will:
- Prepare company shipping documentation
- Submit shipping documents to freight forwarders
- Track import shipments through completion
- Follow up for required documentation, including:
- Original Bill of Lading (OBL)
- Forwarder's Cargo Receipt (FCR)
- Ensure documentation is accurate and complete
- Keep shipment tracking records organized and up to date
Port-of-Entry Order Coordination
- Prepare customer shipping documentation
- Send documentation directly to customers
- Coordinate with freight forwarders and carriers
- Track container arrival and pickup status
- Ensure pickup deadlines are met
- Follow through until successful container pickup
- Maintain complete shipment documentation
Sample Management
- Receive and organize incoming product samples
- Maintain sample showroom and storage organization
- Track incoming and outgoing sample inventory
- Coordinate internal sample distribution
- Prepare and ship samples to customers
- Track sample shipments
- Maintain sample inventory records
- Follow up on pending sample reviews
- Archive discontinued or completed samples
General Office Support
- Help maintain an organized showroom and office environment
- Provide administrative support across departments as needed
What We're Looking For
The ideal candidate is someone who:
- Is highly organized and detail-oriented
- Can manage multiple priorities simultaneously
- Has excellent written and verbal communication skills
- Enjoys problem-solving and coordinating with multiple teams
- Takes initiative and works independently
- Is comfortable learning new systems and processes
- Thrives in a collaborative, fast-paced environment
Qualifications
Required
- Bachelor's degree or equivalent work experience preferred
- 2+ years of experience in operations, customer service, logistics, wholesale, or administrative support
- Strong Microsoft Office skills, particularly Excel
- Excellent organizational, communication, and time management skills
- Ability to manage multiple priorities in a fast-paced environment
- Strong attention to detail and problem-solving skills
Preferred
- Experience with ERP systems or QuickBooks
- Experience in wholesale distribution, importing, logistics, or supply chain
- Familiarity with shipping documentation and order processing
Job Details
- Position: Full-time
- Location: Midtown Manhattan, New York
- Work Schedule: Hybrid (3 days in-office, 2 days remote)
- Salary: Competitive, based on experience
Compensation & Benefits
- Competitive salary based on experience
- 401(k) retirement plan
- Transit benefits
- Employer contribution toward health insurance
- Paid holidays and Paid Time Off (PTO)
- Opportunities for professional growth and development
Equal Opportunity Employer
We are an equal opportunity employer and value diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
- Retirement plan
Work Location: Hybrid remote in New York, NY 10010
