Are you someone who is highly organised, confident dealing with customers and internal systems? and enjoys the operational and organisational side of Wholesale? then this role is for you.
We are looking for a Wholesale Admin Assistant to join a leading supplier of accessories to a wide variety of high street brands. Driven by excellence, they uphold the highest standards in creativity, sustainability, and service.
This role is primarily administration focused and is a key support position within the team. You will play an important role supporting the day-to-day running of the wholesale department across order management, customer support, and merchandising administration. The role will involve working closely with the sales team, China office and customers to ensure orders are processed smoothly and deadlines are met.
Wholesale Admin / Sales Support - Responsibilities
Merchandising and Order Management
- Upload new products and pricing information to internal systems and the website.
- Create and process purchase orders (POs) and sales orders (SOs).
- Maintain accurate customer records, order details, and product information.
- Support the merchandising process for wholesale customers by preparing and sending packaging and product information to overseas suppliers.
- Assist the Sales Representative by helping track order progress to support product launches and deliveries.
- Liaise with China teams on production schedules and MOQs.
- Prepare customer-specific order information, labels, and packaging details
- Prepare EAN / barcode / label information when required.
- Maintain filing and digital records for orders and customers.
- Support marketing administration including product uploads, images, and product data updates.
- Support seasonal launches by preparing product and order information.
- Ensure samples are sent to customers and follow up on approvals.
- Prepare quotes, proposals, and follow-up actions for wholesale customers
- Assist with customer enquiries, providing accurate information on products, stock availability, pricing, and delivery schedules.
- Maintain regular communication with wholesale customers, including updates on product availability, shipment tracking, and deliveries.
- Update stock information and create stock sheets when required.
- Handle telephone and email enquiries, taking ownership of queries and resolving issues where possible.
Customer Relationship Support
- Prepare quotes, proposals, and follow-up actions for wholesale customers
- Assist with customer enquiries, providing accurate information on products, stock availability, pricing, and delivery schedules.
- Maintain regular communication with wholesale customers, including updates on product availability, shipment tracking, and deliveries.
- Update stock information and create stock sheets when required.
- Handle telephone and email enquiries, taking ownership of queries and resolving issues where possible.
- Contact customers to generate sales via telephone, email, customer meetings.
- Handle daily communication with wholesale customers, providing updates on product availability, shipment tracking, and delivery schedules.
- Support the Sales Representative in maintaining relationships with existing wholesale customers.
- Coordinate sample requests, tracking, and returns.
- Prepare reports, spreadsheets, and sales information when required.
- Support the sales team by preparing information for existing customer accounts when required.
Stock Coordination and Warehouse Support
- Collaborate with the warehouse team to monitor the progress of picking, packing, and dispatching customer orders.
- Generate invoice and packing list for deliveries when required.
- Prepare job sheets for product reworks and ensure instructions are communicated clearly to the warehouse.
- Help coordinate customer specific requirements before orders are dispatched.
- Book customer deliveries, arrange transport, and track shipments.
- Update shipment reports with import dates and collaborate with freight forwarders for timely deliveries.
- Assist with stock takes and coordinate stock movement in peak seasons.
Finance and Inventory Management
- Issue customer invoices and action proforma payments.
- Raise and process credit requests in collaboration with the warehouse and finance teams.
- Ensure stock receipts into business systems.
Ad Hoc Responsibilities
- Assist with showroom preparation and product setup for customer meetings.
- Assist with preparation for trade shows, customer visits, and seasonal launches.
- Maintain sample libraries and product records.
- Provide general administrative support to the wholesale department as required.
- Collaborate with cross-functional teams on various business initiatives.
Wholesale Admin / Sales Support - The person
- Previous experience in sales administration
- Highly organised
- Confident dealing with customers and internal systems.
- Team player