[Hiring] Wholesale Coordinator @Ana Luisa

Role Description

Ana Luisa is looking for a Wholesale Coordinator to join our Wholesale Team. The Wholesale Coordinator keeps our wholesale business running smoothly behind the scenes. Reporting to the VP of Wholesale and working closely with the Wholesale Support Manager, you'll own order accuracy, sample and showroom logistics, product data, and market preparation for our retail partners. You'll be the day-to-day operational point of contact for buyers and a key partner to Production, Operations, Merch, and the sales team. The role includes travel to 6-8 trade shows and markets per year.

Location: MUST BE BASED IN CST or EST timezone

What you will get to do:

• Serve as main POC for Independent retailers and Sales Agency Reps
• Manage inbound inquiries from retailers and reps, including B2B and B2B2C returns
• Communicate with them proactively on upcoming promos, new or updated Collections, NGF items, etc.
• Pass off CRM and external leads to agency reps and VP of Sales, and follow up monthly
• Assist with entering and maintaining purchase orders and sales orders, ensuring SKUs, pricing, and quantities are accurate
• Manage the full order lifecycle from order placeholders through EDI transmission, and maintaining the Master Data
• Send order confirmations to accounts before EDI transmission to validate details and keep orders on schedule
• Review EDI orders for accuracy and support transmission approvals, follow-up, and issue resolution
• Track open POs from receipt through delivery, monitor shipments, and follow up on outstanding or delayed orders
• Serve as the first point of contact for buyers on order status, availability, payments, shipping updates, and required documents
• Handle shipping extensions, reorders, returns, and exchanges as needed
• Track and regularly update inventory and available-to-sell (ATS) positions
• Pull weekly selling data from key retailers and review with VP of Wholesale on opportunities
• Own product listings in Shopify and MarketTime end to end: creating, updating, and maintaining them
• Build and manage collections on both platforms so assortments stay accurate, current, and aligned with seasonal launches
• Support the manager with insights and patterns for SKU-level forecasting on a quarterly basis
• Generate product and collection barcodes for new assortments
• Organize and ship samples to buyers, including showroom and top-of-production (TOP) samples for wholesale accounts
• Maintain a log of all samples sent out and returned
• Support 6–8 trade shows and markets per year, from preparation through follow-up
• Conduct outreach to prospective wholesale accounts
• Keep internal CRM boards up to date so customer and lead records reflect the latest internal and external decisions
• Support team across all business functions for assigned accounts, and take on special projects as assigned

Qualifications

• 3 years in wholesale, retail operations, or order management, ideally in jewelry, accessories, or fashion
• Strong observational, analytical, and problem-solving skills
• Strong computer proficiency, including but not limited to GoogleSuite, CRM systems, Project Management systems, B2B ordering platforms, etc.
• Highly motivated, self-starter with good cross-functional communication skills
• Can travel twice a year to be a part of trade shows in Atlanta
• Must be able to work Eastern Standard Time
• Wholesale experience a must
• Experience in working with sales agency like Ivy Stone, Harper Group Main street

Requirements

• Experience with retailers like Nordstrom, Von Maur, Macys and Bloomingdales, Dillards, a plus

Benefits

• Professional development stipend
• Unlimited PTO, 401k matching and generous employee discount
• Welcome Gift Card and much more!