The Wholesale Admin provides day-to-day administrative and operational support to the Wholesale team. This role is critical in maintaining accuracy in data, order entry and seamless operational flows. They will facilitate clear and effective communication between vendors, team members, and retail partners to support smooth business operations. By maintaining high standards of organization and attention to detail, it helps strengthen partner relationships, maximize sales opportunities, and contribute directly to the brand’s growth in the wholesale space.
Organizational Contribution & Influence
This role requires collaboration with internal teams across merchandising, planning, production, finance and logistics to ensure seamless order execution and customer satisfaction. Support business growth by ensuring the accuracy of order details, timeliness of product, communication and exceptional customer service, while contributing to cross-functional efficiency and commercial success.
Key Responsibilities
This role involves generating and processing supplier purchase orders, as well as updating
and maintaining accurate and up–to-date account information in account summaries. It
ensures that all orders, product information and pricing are accurately reflected in both order
summaries and tracking reports. This position is also responsible for tracking and executing
sample requests ensuring timely delivery of samples to accounts within expected timeframes
and promptly notifying the Wholesale Coordinator of any delays. Additionally, the role
supports various administrative and operational tasks to facilitate smooth partner onboarding
and successful product launches, while also providing general administrative support to the
wholesale team, including management and meeting preparation.
Major Components
★ Supports Wholesale Manager in receiving and processing of all customer orders
★ Manage sample requests and tracking ensuring samples are submitted to customers
in the allotted timeframe
★ Manage file organization (line sheets, order forms, invoice copies, shipping
documents)
★ Help upload product imagery, pricing, and product details under direction from the
wholesale manager and wholesale coordinator
★ Maintain shared team folders and ensure documentation is up to date
★ Schedule meetings, prepare agendas, and take meeting notes when needed
Capabilities & Experience
[1+] years of experience in Wholesale administration
★ Detail-oriented with a high level accuracy in data entry
★ Exceptional organizational and time management skills
★ Strong verbal and written communication
★ Ability to manage multiple projects, spreadsheets and databases.
★ Apply strong problem-solving skills to resolve order discrepancies and client concerns
★ Understanding of product life cycle (seasonal calendar, market dates, etc.)
★ Collaborates effectively with internal and external stakeholders
★ Proficient in excel, Google Suite, and sales platforms a plus!
Qualities & Attributes
★ Role model core values and take action to create, nurture and protect the Princess
Polly culture
★ Champion organizational culture ensuring behaviours are aligned with our core values
Key Collaboration Points
★ Engage with Wholesale Coordinator and Wholesale Manager to establish and
maintain Wholesale Strategy and Goals
★ Work with internal cross functional partners to ensure the timely fulfillment of orders
★ Collaborate closely with merchandise, production, planning, and finance teams
Salary banding: 60-65k
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