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Wholesale Assistant
We are looking for a highly organised and detail-oriented Wholesale Assistant to support the day-to-day running of our wholesale team. This role is integral to ensuring the smooth execution of customer orders, maintaining accurate product information across retailer portals, coordinating samples, and providing administrative support to the Wholesale team.
The ideal candidate will be highly organised, proactive, and confident managing multiple priorities, with excellent Excel skills and a keen eye for detail.
Wholesale Administration
- Support the day-to-day administration of the wholesale department.
- Process customer orders and ensure all information is accurately entered into internal systems.
- Check purchase orders against customer orders, pricing, and delivery information to ensure accuracy.
- Maintain and update wholesale order trackers and internal Excel reports.
- Prepare and distribute order confirmations and assist with customer queries.
- Liaise with internal teams including Sales, Logistics, Customer Services, and Finance to ensure smooth order fulfilment.
- Build and maintain an understanding of key retail partners, store portfolios, and distribution across different global regions.
- Assist the Wholesale team with competitor research, account mapping, and retailer profiling.
- Support the day-to-day running of the wholesale office, ensuring workspaces, meeting areas, and supplies are well organised and maintained.
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Account Portal & Product Management
- Upload product imagery, line sheets, EANs, pricing, and product information to retailer portals.
- Ensure all customer portal requirements are completed accurately and within deadlines.
- Maintain retailer compliance documentation and keep customer records up to date.
- Support new season product launches by ensuring all assets and product information are available to wholesale partners.
Sample & Showroom Coordination
- Manage the movement and tracking of wholesale samples between accounts, showrooms, and internal teams.
- Maintain an organised sample tracker and ensure samples are accounted for at all times.
- Coordinate sample shipments and returns.
- Help keep the showroom organised, presentable, and customer ready at all times, ensuring collections are set up, steamed, and prepared for market appointments, and seasonal sell-ins.
Reporting & Excel Administration
- Maintain accurate Excel reports and order trackers using formulas, VLOOKUP/XLOOKUP, Pivot Tables, and conditional formatting.
- Update weekly order status reports and delivery schedules.
- Produce ad hoc reports to support the Wholesale team.
- Ensure all wholesale records and documentation remain accurate and up to date.
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Key Skills & Experience
- Highly organised with exceptional attention to detail, proactive and positive, can-do attitude.
- Strong Excel skills, including VLOOKUP/XLOOKUP, Pivot Tables, formulas, and reporting.
- Previous experience in wholesale administration, sales support, merchandising, or retail operations.
- Excellent communication skills with the ability to build strong relationships across internal teams and customers.
- Comfortable managing multiple deadlines in a fast-paced environment.
- Proactive, adaptable, and solutions-focused approach.
This is an excellent opportunity for someone who enjoys working in a fast-paced fashion environment and thrives on keeping wholesale operations running smoothly. You'll play an important role in supporting the Wholesale team through accurate administration, order management, retailer portal maintenance, sample coordination, and showroom preparation.
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