Wholesale Logistics Coordinator

Job Description: Wholesale Logistics Coordinator

House of Sunny is seeking a highly organised and proactive individual to join our dynamic team as our Wholesale Logistics Coordinator in East London. The Wholesale Logistics Coordinator will play a key role in supporting the Wholesale team and ensuring smooth shipping with retailers worldwide. This role focuses on providing logistical support to the Wholesale team, keeping track of shipments, shipment delivery and order processing.

Key Responsibilities:

Support Wholesale Team:
○  Provide administrative support to the Wholesale team, assisting in various tasks throughout the season to ensure efficient operations.

○  Collaborate with the team to manage daily processes and ensure key Wholesale customers are served promptly and professionally.
○  Support in VM of Wholesale showrooms to ensure successful buying appointments.
○  Provide administrative and physical support during trade shows and events.

Administrative Support:
○  Ensure accurate and timely processing of customer orders, requests, and inquiries.
○  Confirm PO’s are inline with expectations (delivery, pricing, products etc)
○  Process and track Wholesale orders, ensuring timely and accurate deliveries
which are compliant with the retailers guidelines, ensuring no chargebacks.

○  Communicate with buyers regarding PO related queries and with their
logistics team regarding PO deliveries.

○  Liaise daily with retailers over upcoming deliveries and logistical solutions.

○  Communicate with the production team regarding pre packs and preparing
these where necessary.
○  Complete product specification sheets and PO sheets for buyers.


Order Shipping Coordination:
○  Organise the shipping of Wholesale orders on a weekly basis, liaising with the EU, UK, and USA warehouses to ensure timely and accurate delivery of orders to customers.

○  Monitor the logistics process to guarantee smooth order fulfillment.
○  Ensuring vendor guidelines are being followed precisely and POs are being delivered to ensure charge backs are reduced.
○  Understanding each key retailer fulfillment needs to ensure a successful partnership.

Invoicing, Credit Notes, and Order Confirmations:
○  Assist with generating and managing credit notes, invoices, and order confirmations as required throughout the season.

○  Provide support to retailers with inquiries and issues related to billing and order discrepancies.

○  Ensuring invoices are submitted to key retailers and understanding their own individual invoicing processes to ensure timely payment.

○  Ensuring invoices are raised in a timely manner to allow for quick payment.

Sample Management and Organisation:
○  Organize and manage the transport and shipping of samples during the sales period, ensuring samples are available and ready for review by Wholesale clients.

○  Coordinate sample send-outs, maintaining accurate records of samples sent and returned to retailers.

○  Preparing retailer sample requests for production

Warehouse Liaison:
○  Act as a point of contact between the Wholesale team and the warehouses, ensuring all products are accurately uploaded to the system and Wholesale orders are processed.

○  Ensure smooth communication with warehouse teams to resolve any issues related to inventory, shipping, or order fulfillment.

○  Ensuring all warehouses are prepared ahead of the season with vendor guidelines.

○  Provide SOPs to UK, EU and US warehouses on each retailer's specific shipping and packing requirements.

○  Raising all forward orders onto Mintsoft ahead of time to ensure stock is ringfenced and ready to be fulfilled.
 

Retailer Communication:
○  Support retailers with their inquiries, ensuring all customer service needs are met promptly and professionally.

○  Ensure clear and consistent communication with clients to maintain strong working relationships.

○  Communicating product delays and purchase order amendments/highlighting errors with the purchase orders.

Production Relationship

○  Effective collaboration with the Production team to ensure enhanced communication and efficiency.

○  Weekly 1-1 check ins with the Production team to ensure deliveries are on track and align with Wholesale PO’s.

○  Share all issues and updates with the Wholesale Manager to discuss actions.

Key Skills & Qualifications:

 Previous Experience:

○ Experience in a fast-paced fashion environment, preferably in wholesale or retail administration.

Administrative Expertise:

○ Strong administrative skills with the ability to prioritize tasks and manage multiple responsibilities.

 Microsoft Office Proficiency:

○ Skilled in Microsoft Office programs (Word, Excel, PowerPoint, Outlook) with a high level of proficiency in Excel.

Organizational Skills:

○ Ability to manage several tasks simultaneously and work under pressure in a fast-paced environment.

Positive Attitude:

○ A reliable and proactive individual with a positive, can-do attitude and a passion for delivering excellent customer service.

Attention to Detail:

○ Strong attention to detail and logical thinking with the ability to ensure accuracy in all administrative tasks.

What We Are Looking For:

We are looking for a candidate who is detail-oriented, highly organised, and able to thrive in a fast-paced fashion environment. The ideal candidate will have excellent communication skills, a strong sense of initiative, and the ability to maintain a calm and solution-focused approach under pressure. This is an exciting opportunity for an individual eager to contribute to the success of a growing brand while ensuring top-tier customer satisfaction for wholesale clients.

If you are enthusiastic about fashion and enjoy a supportive, collaborative role, this could be the perfect opportunity for you.