Description
About the Role
We are seeking a highly organized and proactive Wholesale Operations & Logistics Coordinator to be at the heart of our fashion wholesale operations.
This role ensures smooth workflows across inventory, order fulfillment, logistics, product data, and financial reporting, connecting internal teams, warehouse partners, logistics providers, wholesale clients, marketing, and finance. You will also play a key role in representing the brand, providing excellent customer service, and supporting marketing initiatives such as line sheets and sample coordination. This is an excellent opportunity for someone who thrives in a fast-paced fashion environment, enjoys problem-solving, and takes pride in ensuring operations run accurately, efficiently, and on time.
Key Responsibilities
Inventory & Warehouse Operations
- Monitor inventory levels and coordinate with warehouse partners.
- Manage off-season stock and coordinate liquidation with flash sales partners.
- Provide updated order master files for pick & pack operations and prioritize shipments to meet deadlines.
- Coordinate with the Finance team to report inventory movements and export order data at the end of each fiscal period.
- Ensure shipment timelines and warehouse operational processes are respected.
Order & Client Management
- Confirm wholesale orders and maintain seasonal order master files.
- Maintain excellent client relationships, responding to inquiries within 24 hours and ensuring interactions reflect the brand’s DNA.
- Identify and resolve order issues, proposing proactive solutions.
- Collaborate with Finance to ensure export order data and client invoices are accurate.
Logistics & Shipment Coordination
- Coordinate shipment of seasonal wholesale orders to international clients.
- Partner with logistics providers (e.g., DHL, freight forwarders) to ensure timely dispatch.
- Track shipments, manage shipping documentation, and monitor costs, duties, and taxes.
- Apply knowledge of international shipping terms (Incoterms: DDP, EXW, DAP).
- Coordinate shipment priorities with warehouse teams to ensure efficient order fulfillment.
Product Data, Pricing & Marketing Support
- Manage collection codification (style numbers, barcodes) and coordinate pricing across wholesale price lists.
- Work with Marketing to upload product images and assets for line sheets.
- Maintain ERP and online showroom platforms with accurate product, pricing, and marketing data.
- Liaise with Product and Management teams to ensure consistent collection and pricing data across systems.
Sample & Press Coordination
- Organize sample shipments for agents, showrooms, photoshoots, press editorials, and KOL/KOC collaborations.
- Track returns to maintain sample inventory.
- Coordinate with press agencies and Marketing to ensure timely sample availability.
General Operations Support
- Manage the company info@ inbox, responding directly when appropriate and redirecting inquiries to relevant departments.
- Support cross-department coordination to maintain smooth operational workflows.
Customer Service & Brand Representation
- Provide excellent customer service to wholesale clients, partners, and stakeholders.
- Respond to inquiries within 24 hours and maintain a professional, solution-oriented approach.
- Ensure interactions with clients and partners reflect the brand’s DNA, values, and standards of professionalism.
- Handle client requests related to orders, shipments, and logistics with efficiency and attention to detail.
Requirements
Candidate Profile
- Highly organized, structured, and detail-oriented
- Solution-oriented and proactive, able to take initiative
- Strong analytical skills and advanced Excel proficiency
- Excellent communication and customer service skills, reflecting the brand professionally
- Able to work independently while coordinating multiple stakeholders
- Fashion-oriented with interest in wholesale operations
- Knowledgeable in Incoterms and international shipping processes
- Proficiency in Chinese is required; fluency in Italian or French is a plus
- Experience in wholesale operations is highly valued
Benefits
Why Join Us
This role is central to our operations and offers exposure to end-to-end wholesale processes, from inventory management to client relations, logistics, finance, and marketing coordination. You will work closely with leadership and have the chance to shape operational efficiency and client satisfaction, while growing within a dynamic fashion environment.
