Wholesale Admin Assistant

As a key support to the Wholesale team, you will play a crucial role in ensuring the smooth running of the wholesale operations. Your responsibilities will include processing of orders, accurately managing and maintaining partner information, coordinating shipments, maintaining strong client relationships and assisting with outreach and appointment scheduling during each market. You will assist in tracking deliveries and ensuring all wholesale documentation is accurate and up to date. This role is ideal for someone with strong attention to detail, proficiency in Excel, an interest in fashion wholesale and ability to work in a fast-paced environment. 

Responsibilities include:

• Assist in preparations for seasonal markets in London and Paris including coordinating showroom setup, scheduling appointments, preparing and sharing imagery and linesheets, and providing on-site assistance.
• Support wholesale team in tracking the critical path for wholesale orders ensuring deadlines are met. This incudes assisting in processing sales orders, ensuring accuracy in purchase order confirmations and internal systems, such as Zedonk, all the way through to delivery and invoicing.
• Liaise with stockists regarding order confirmations, product details, and documentation requests, such as EAN codes, RRP lists, export certificates.
• Support logistics coordination by tracking shipments, liaising with the logistics team, and ensuring timely deliveries to wholesale partners.
• Accurately process customer orders in Zedonk, including issuing of sales orders and checking.
• Prepare and submit invoices to stockists, ensuring correct payment terms and tracking payments in collaboration with the accounts team.
• Help manage returns, reorders, and stock swaps, keeping records updated and providing weekly reports.
• Maintain up-to-date stockist records and assist in onboarding new wholesale clients.
• Coordinate the distribution of marketing and sales materials to stockists to maintain brand presentation in-store and online.
• Assist in inputting and managing product information in internal systems: Zedonk, Xero, Shopify, 3PL.
• Monitor sales performance, compile reports, and provide insights to support sales forecasting and planning.
• Keep all trackers up to date and provide weekly reports on orders, invoicing and shipping status.
• Ensure data accuracy and integrity relating to customers, orders and all documentation in a timely manner.
• Perform ad-hoc tasks as needed to support the smooth and efficient operation of the wider team.
  

Required Experience & Skills:

• Experience in a similar administrative role or wholesale role within a contemporary fashion brand is preferred.
• Strong attention to detail with excellent organisational and multitasking abilities.
• Proficiency in Microsoft Excel and familiarity with order processing systems such as Zedonk, Shopify is a plus.
• Strong communication skills to liaise effectively with stockists, logistics teams, and internal departments.
• A positive and solution-based attitude with a drive to bring forward ideas for improvements within the wholesale department and wider business.
• A proactive and adaptable approach to supporting a dynamic wholesale team.
  

If this sounds like the right fit for you, we’d love to hear from you — fill out the form below to apply!

{formbuilder:MTI0OTEx}