Wholesale Operations Coordinator

Universal Works; Nottingham; On-site; GBP 26,000 - 36,000; Full time

Job summary

Universal Works is seeking an organised Wholesale Operations Coordinator to join our Head Office team in Nottingham. You will manage end-to-end wholesale orders, coordinate with 3PL partners and handle international shipments, export admin, stock control and cross‑functional communication across Wholesale, Sales and Finance.

You will maintain accurate order and inventory records in our systems and contribute to reporting and process improvements.

Qualifications

• Experience in a supply chain, operations or logistics role.
• Strong Excel skills, including formulas and PivotTables.
• A sharp eye for detail and the ability to juggle priorities.
• Clear communication and a customer‑first approach to solving problems.
• Curiosity and a proactive attitude, and a desire to keep learning.

Responsibilities

• End-to-End Order Fulfilment: processing wholesale orders from confirmation through dispatch and delivery, including invoices and amendments.
• 3PL & Warehouse Coordination: liaising with 3PL and logistics partners, scheduling collections and tracking shipments.
• Shipping & Export Admin: booking international shipments and preparing export and customs docs for ROW orders.
• Stock & Inventory Control: monitoring stock against orders and participating in stock counts.
• Cross‑Functional Collaboration: acting as operational link across Wholesale, Sales, Production, Finance and Operations; liaising on invoicing accuracy.
• Systems Administration: keeping order statuses and inventory records up to date and supporting reporting.

Skills

Supply chain experience

Excel & PivotTables

Detail orientation

Clear communication

Proactive learning

Tools

Zedonk

Job description

About the Role

Universal Works is seeking an organised, proactive Wholesale Operations Coordinator to join our Head Office team in Nottingham.

In this role, you will be at the heart of our wholesale operations, supporting the day-to‑day delivery of our global wholesale business. Working closely with our Wholesale Operations Manager and Wholesale Sales Manager, you will ensure that UK and international wholesale orders are executed accurately, fulfilled smoothly, and delivered on schedule within seasonal windows.

What you’ll be doing

• End-to-End Order Fulfilment: Processing wholesale orders from confirmation through to dispatch and final delivery, including creating pick tickets, delivery notes, and invoices, as well as handling re‑orders, stock swaps, and order amendments.
• 3PL & Warehouse Coordination: Acting as a key daily point of contact for our 3PL and logistics partners, scheduling collection and delivery slots, following up on pick and pack activity, and tracking shipments to resolve delays promptly.
• Shipping & Export Admin: Booking international courier and freight shipments, securing quotes, and preparing accurate export, customs, and shipping documentation for international (ROW) orders.
• Stock & Inventory Control: Monitoring stock availability against orders, supporting inventory reconciliations, participating in seasonal stock counts, and managing logistics for carry‑over and previous‑season stock.
• Cross‑Functional Collaboration: Serving as the operational link across Wholesale, Sales, Production, Finance, and Operations – liaising with Production on inbound stock arrival dates and Finance on invoicing accuracy.
• Systems Administration: Keeping order statuses and inventory records up to date within operational systems while compiling data for operational reporting and process improvements.

What you’ll bring

• Experience in a supply chain, operations or logistics role
• Strong Excel skills, including formulas and PivotTables
• A sharp eye for detail and the ability to juggle priorities
• Clear communication and a customer‑first approach to solving problems
• Curiosity and a proactive attitude, and a desire to keep learning

It's a bonus if you also have

• Experience in wholesale distribution or working directly with 3PLs
• Experience with international customers
• Experience with Zedonk or similar systems
• Experience with process improvement

Location: Head Office 16 The Ropewalk, Nottingham, NG1 5DT

Hours: Full time 40 hours a week. Monday to Thursday 09:00 - 17:30 Friday 09:00-15:00

Contract type: Permanent

Department: Wholesale

Reporting To: Wholesale Operations Manager

Interviews: Interviews will take place in person at our head office on 18 th and 19 th November.