Senior Wholesale Operations Coordinator

Fashion Heaven Inc. (Stockholm); City Of London; On-site; GBP 42,000 - 60,000; Full time

Benefits offered by this job

Clothing allowance

Pension scheme

33 days annual leave

Job summary

Fashion Heaven Inc. in London seeks a Senior Wholesale Operations Co-ordinator to oversee the global wholesale process from order confirmation to delivery. You will collaborate with Sales, Logistics, Finance and Production to turn complexity into precision.

You should have 4–5 years in international fashion wholesale, be data-driven, and excel in cross-functional communication with agents and clients across the UK, US and EMEA. This is a full-time role based in Central London.

Qualifications

• 4+ years of international brand or agency experience in fashion wholesale.
• High-volume data entry with accuracy.
• Knowledge of US Vendor Compliance and EDI workflows.
• Autonomous in a fast-paced team with strong communication.

Responsibilities

• Process key account sales orders into Zedonk per seasonal schedule.
• Support Sales by closing seasonal order books and issuing confirmations.
• Act as day-to-day contact for nominated sales agents.
• Prepare off-price trading orders and seasonal sales packs.
• Distribute weekly ATS stock reports to stakeholders.
• Prepare invoices, credit notes, and dispatch notifications with tracking details.
• Coordinate credit card payments via factors and US deposits.
• Maintain client logistics and credit control data for Finance.
• Prepare month-end reporting on stock, invoicing, credits and swaps.
• Reconcile and prepare EDI invoices for accounts.
• Prepare EDI allocations for the US market and manage outbound ASNs.
• Maintain Vendor Compliance for major US partners (Neiman Marcus, Nordstrom).
• Prepare seasonal EAN/UPC catalogues for non-EDI partners.
• Monitor EDI catalogs to ensure data consistency across platforms.
• Update customers on order fulfilment and distribution status.
• Communicate tracking details and deliveries to client distribution centres.
• Manage courier pickups and gifting stock movements.
• Coordinate staff allowance orders and support ad hoc projects.

Skills

Wholesale operations experience

Excellent communication

Autonomous working

Cross-functional collaboration

Relationship management

Attention to detail

Data accuracy

Tools

Zedonk

Joor

WMS

EDI portals

EDI catalogs

Microsoft Office

Job description

As Senior Wholesale Operations Co-ordinator at this Women's Ready-to-Wear brand headquartered in London, you'll become the thread that holds a global wholesale operation together as part of a wider team. Every order that moves from confirmation to delivery, every conversation with an international agent, every EDI protocol met for some of the biggest names in retail across the UK, US and EMEA, runs through you. It is a role built on precision: working closely with Sales, Logistics, Finance and Production, you'll turn complexity into accuracy, and detail into trust.

You'll bring around three to five years of brand or agency based experience in wholesale operations, a naturally numerical and analytical mind, and the kind of attention to detail that inspires others.

This search is being conducted in confidence by Fashion Heaven Inc.

What You Will Be Doing

• Process all key account sales orders into Zedonk, in line with the agreed seasonal schedule.
• Support Sales through the closing of seasonal order books, roll-ups, and the issuing of order confirmations.
• Act as the day-to-day point of contact for nominated sales agents on queries, amendments, cancellations and exclusive requests.
• Participate in the preparation of off-price trading orders and seasonal sales packs.
• Distribute weekly ATS (Available to Sell) stock reports to the relevant stakeholders.
• Prepare pick tickets, invoices and credit notes, and issue dispatch notifications and tracking details to wholesale clients.
• Work with Finance to coordinate credit card payment procurement through factors, and arrange pre-production deposit collections for US customers.
• Manage and update the client logistics and credit control database, maintaining accurate data for Finance.
• Prepare month-end reporting covering stock, invoicing, credits and swaps, and stock audits.
• Reconcile and prepare EDI related invoices for the accounts team.
• Prepare EDI allocations for the US market and administer outbound ASNs through Trading Partner Portals.
• Maintain Vendor Compliance for major US trading partners, including Neiman Marcus and Nordstrom.
• Prepare and administer seasonal EAN and UPC catalogues for non-EDI trade partners.
• Monitor and maintain EDI trade catalogues so data stays consistent across every platform.
• Proactively update customers on order fulfilment and distribution status.
• Communicate tracking details and monitor deliveries into client distribution centres.
• Manage courier pickups and handle the administrative side of gifting and event stock movements.
• Coordinate staff allowance orders and support the Wholesale Operations Director with ad hoc projects as they arise.

Systems You Will Know

• Zedonk (or similar)
• Joor
• WMS
• VC and EDI portals
• EDI trade catalogues
• Microsoft Office

Essential Skills

• Wholesale Operations Coordinator or Specialist with at least 4 years of international brand or agency based experience in fashion wholesale.
• Comfortable managing high-volume data entry without losing accuracy.
• Knowledge of US Major Vendor Compliance and EDI workflows.
• Able to work autonomously within a fast-paced team.
• Excellent communication skills.
• Confident managing relationships with sales agents and international clients.
• Experienced in cross-functional communication with colleagues and external stakeholders.

Compensation & Benefits

• Salary negotiable in line with experience.
• 33 days annual leave, including bank holidays.
• Pension scheme.
• Clothing allowance.

Additional Requirements

• Full permanent UK working rights.
• Currently living and working within a commutable distance of Central London.