Wholesale Operations Coordinator

Location: New York, NY | Hybrid | Reports to: SVP, Sales

Overview: The Wholesale Operations Coordinator for North America will ensure a seamless and effective partnership with our National Retailer Accounts. You’ll be responsible for managing the allocation, processing, and shipping of orders in alignment with customer requirements and cancellation dates. The ideal candidate is a strong business partner with experience in wholesale order management, collaborating with both Retailers and 3PLs, and fostering positive relationships to drive results-oriented partnerships.

Core Responsibilities:
Order Management and Shipments - US and Canada

• Review and analyze both EDI and non-EDI purchase orders to ensure accuracy, verify stock availability, and collaborate with Retailer teams for necessary corrections prior to transmission.
• Process assembly orders in the 3PL system, including the coordination of retailer ticketing requirements.
• Manage non-EDI ASN processing and shipment requests through external retailer portals.
• Conduct daily reviews of unshipped orders, prioritizing shipments for US and Canadian PO’s to meet retailer guidelines and delivery deadlines.
• Investigate freight penalties and chargebacks, assess their validity, identify root causes, and escalate disputes to management as necessary.
• Maintain and update daily order processing logs to track customer PO submissions, shipments, and payment status.
• Ensure timely and clear communication with Retailers regarding PO shipments, required extensions, stock-outs, and any amendments, ensuring proper reflection in both PO and 3PL systems.
• Work with the Global team to cover vacation and personal time off in rotating fashion with other markets.

Retailer and Product Set-up Management

• Update product catalogs (GXS and Intertrade) with new product information.
• Prepare and submit new line forms (both Excel and portal-based) for new products, amendments to existing products, and price changes, ensuring compliance with internal policies and retailer timelines.
• Review and analyze retailer routing guides, compliance documentation, and specific requirements to ensure alignment with the brand’s processes and retailer expectations.
• Identify and address any gaps in compliance, ensuring full adherence to guidelines related to packaging, labeling, shipping, and invoicing.
• Manage and maintain an up-to-date list of all retailers, including key attributes such as sales channels, vendor number, margin, freight accounts, compliance exemptions, and routing guides.

Product Allocations

• Collaborate with the Head of Operations and Head of Key Accounts to ensure that forecasts from key retailers are received post-market and accurately updated.
• Ensure that purchase orders (POs) for new releases are received prior to the ATS (Available to Ship) date and alignment with the forecast. Work closely with Head of Key Accounts to address any product availability issues if overallocations occur.

Candidate Profile:

• Exceptional customer service skills, with a positive attitude
• Ability to work cross functionally with other departments
• Strong analytical abilities and a keen problem-solving mindset.
• Excellent organizational and planning skills, with the ability to effectively prioritize tasks.
• Self-motivated, goal-oriented, and driven by a strong work ethic.
• Excellent written and verbal communication skills.
• High attention to detail and commitment to accuracy.
• Strong team player with a collaborative approach to achieving shared goals.

Key Qualifications:

• Experience in beauty a plus
• 2+ years in sales/wholesale operations or customer service capacity
• Understanding of EDI transactions
• Proficient in analyzing and interpreting vendor manuals and routing guides.
• Proficiency in Microsoft Excel.

Compensation and Benefits:

• Comprehensive PTO including holidays and Summer Fridays.
• Hybrid work schedule.
• Medical, dental, and vision coverage.
• 401(k) with a company match.
• Salary range: $66,500 - $75,000

About Grown Alchemist:

GROWN ALCHEMIST was born from the belief that skin health + wellness is holistic, impacted by the world around us. Our solution; high-performance, clinically proven formulations and services using advanced plant and bio-tech ingredients. Working with your skin biology inside + out. Better absorbed, better utilized, better results - creating optimum conditions for you + your skin to thrive. The Alchemy of Total Skin Health. Plant Powered. Science Boosted. 

Grown Alchemist is an equal opportunities employer. This means that, when making decisions about our employees’ careers with us, our main considerations are their ability to do their jobs and develop in their roles. One way we cultivate change is by creating a more diverse and inclusive workplace and organizational culture. As part of this, we are committed to building an environment that is free from discrimination and harassment, where everyone feels respected and valued. We recruit positive minded people who share our core values and our commitment to sustainability.

Pay: $66,500.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

People with a criminal record are encouraged to apply

Ability to Commute:

• New York, NY 10001 (Required)

Work Location: Hybrid remote in New York, NY 10001