Wholesale Logistics Coordinator

House of Sunny; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A fashion brand in East London is seeking a proactive Wholesale Logistics Coordinator to provide logistical support and manage shipping orders for their wholesale team. The ideal candidate will have experience in a fast-paced environment, strong administrative and organizational skills, and a positive attitude. Responsibilities include order processing, vendor communication, and maintaining inventory accuracy. This role offers a fantastic opportunity to contribute to a growing brand's success while ensuring excellent customer satisfaction in wholesale operations.

Qualifications

• Experience in a fast-paced fashion environment, preferably in wholesale or retail administration.
• Strong administrative skills with the ability to prioritize tasks and manage multiple responsibilities.
• Skilled in Microsoft Office programs, particularly Excel.

Responsibilities

• Provide administrative support to the Wholesale team.
• Manage daily processes and ensure timely customer service.
• Coordinate shipping and order fulfillment.

Skills

Experience in a fast-paced fashion environment

Strong administrative skills

Microsoft Office proficiency

Organizational skills

Positive attitude

Attention to detail

Job description

Job Description: Wholesale Logistics Coordinator

House of Sunny is seeking a highly organized and proactive individual to join our dynamic team as our Wholesale Logistics Coordinator in East London. The role focuses on providing logistical support to the Wholesale team, keeping track of shipments, shipment delivery and order processing.

Key Responsibilities

Support Wholesale Team

• Provide administrative support to the Wholesale team, assisting in various tasks throughout the season to ensure efficient operations.
• Collaborate with the team to manage daily processes and ensure key Wholesale customers are served promptly and professionally.
• Support in VM of Wholesale showrooms to ensure successful buying appointments.
• Provide administrative and physical support during trade shows and events.

Administrative Support

• Ensure accurate and timely processing of customer orders, requests, and inquiries.
• Confirm POs are inline with expectations (delivery, pricing, products etc).
• Process and track Wholesale orders, ensuring timely and accurate deliveries compliant with the retailers guidelines and avoiding chargebacks.
• Communicate with buyers regarding PO related queries and with their logistics team regarding PO deliveries.
• Liaise daily with retailers over upcoming deliveries and logistical solutions.
• Communicate with the production team regarding pre packs and preparing these where necessary.
• Complete product specification sheets and PO sheets for buyers.

Order Shipping Coordination

• Organise the shipping of Wholesale orders on a weekly basis, liaising with the EU, UK, and USA warehouses to ensure timely and accurate delivery of orders to customers.
• Monitor the logistics process to guarantee smooth order fulfillment.
• Ensure vendor guidelines are being followed precisely and POs are delivered to reduce chargebacks.
• Understand each key retailer fulfillment needs to ensure a successful partnership.

Invoicing, Credit Notes, and Order Confirmations

• Assist with generating and managing credit notes, invoices, and order confirmations as required throughout the season.
• Provide support to retailers with inquiries and issues related to billing and order discrepancies.
• Ensure invoices are submitted to key retailers and understanding their own individual invoicing processes to ensure timely payment.
• Raising invoices in a timely manner to allow for quick payment.

Sample Management and Organisation

• Organise and manage the transport and shipping of samples during the sales period, ensuring samples are available and ready for review by Wholesale clients.
• Coordinate sample send-outs, maintaining accurate records of samples sent and returned to retailers.
• Prepare retailer sample requests for production.

Warehouse Liaison

• Act as a point of contact between the Wholesale team and the warehouses, ensuring all products are accurately uploaded to the system and Wholesale orders are processed.
• Ensure smooth communication with warehouse teams to resolve any issues related to inventory, shipping, or order fulfillment.
• Ensure all warehouses are prepared ahead of the season with vendor guidelines.
• Provide SOPs to UK, EU and US warehouses on each retailer's specific shipping and packing requirements.
• Raise all forward orders onto Mintsoft ahead of time to ensure stock is ringfenced and ready to be fulfilled.

Retailer Communication

• Support retailers with their inquiries, ensuring all customer service needs are met promptly and professionally.
• Ensure clear and consistent communication with clients to maintain strong working relationships.
• Communicate product delays and purchase order amendments/highlighting errors with the purchase orders.

Production Relationship

• Effective collaboration with the Production team to ensure enhanced communication and efficiency.
• Weekly 1‑1 check‑ins with the Production team to ensure deliveries are on track and align with Wholesale PO’s.
• Share all issues and updates with the Wholesale Manager to discuss actions.

Key Skills & Qualifications

Previous Experience

• Experience in a fast‑paced fashion environment, preferably in wholesale or retail administration.

Administrative Expertise

• Strong administrative skills with the ability to prioritize tasks and manage multiple responsibilities.

Microsoft Office Proficiency

• Skilled in Microsoft Office programs (Word, Excel, PowerPoint, Outlook) with a high level of proficiency in Excel.

Organizational Skills

• Ability to manage several tasks simultaneously and work under pressure in a fast‑paced environment.

Positive Attitude

• A reliable and proactive individual with a positive, can‑do attitude and a passion for delivering excellent customer service.

Attention to Detail

• Strong attention to detail and logical thinking with the ability to ensure accuracy in all administrative tasks.

What We Are Looking For

We are looking for a candidate who is detail‑oriented, highly organized, and able to thrive in a fast‑paced fashion environment. The ideal candidate will have excellent communication skills, a strong sense of initiative, and the ability to maintain a calm and solution‑focused approach under pressure. This is an exciting opportunity for an individual eager to contribute to the success of a growing brand while ensuring top‑tier customer satisfaction for wholesale clients.

If you are enthusiastic about fashion and enjoy a supportive, collaborative role, this could be the perfect opportunity for you.