Wholesale Sales Operations Coordinator

Roomytown Ltd; Bath; On-site; GBP 28,000 - 36,000; Full time

Job summary

Roomytown Ltd in Bath designs home and gift collections sold globally and is expanding its wholesale sales network. The Sales Operations Coordinator role focuses on keeping data accurate, coordinating samples, onboarding new accounts and preparing reports.

You will support trade shows, manage calendars, and optimize workflows across the UK, USA, Canada and Europe, ensuring the commercial team can focus on relationships and growth.

Qualifications

• Ideally 2+ years' experience in sales administration or wholesale operations.
• Strong Excel/Google Sheets capabilities and data accuracy.
• Experience with CRM platforms and trade show coordination.

Responsibilities

• Provide day-to-day administrative support to the Director of Sales & Marketing.
• Coordinate vendor forms, product set-up forms and onboarding docs with deadlines.
• Maintain accurate sales information including price lists and documentation.
• Support CRM maintenance, lead capture and post-show follow-ups.
• Collaborate across UK, US, Canada and Europe to ensure smooth operations.

Skills

Organised and detail-oriented

Proactive

Excellent communication

Numerically confident

Systems-minded

Tools

HubSpot

CRM systems

Excel

Google Sheets

Product catalog systems

Job description

Hours: Full time

About Us:

Roomytown is a design-led home and gift brand based in Bath, UK. Our collections span home accessories, stationery, games and gifts, combining distinctive archival artwork, colour and thoughtful design. Our products are sold through leading museums, bookstores, department stores and independent retailers across the UK, USA, Canada and Europe. As Roomytown continues to grow internationally, our sales operation is becoming increasingly complex. We're looking for an exceptionally organised and commercially minded Sales Operations Coordinator to help ensure our sales team, agents and customers have the information, tools and support they need to succeed.

Position Summary:

We're looking for a highly organised, proactive Sales Operations Coordinator to become the operational engine behind Roomytown's growing international sales business. Working closely with our Director of Sales & Marketing, you'll support a network of sales agents and key accounts across the UK, USA, Canada and Europe, ensuring that the administrative and operational work behind our sales activity happens accurately, efficiently and on time. This is a sales operations role rather than a new-business sales role;you'll make our sales team more effective by keeping our CRM and sales data accurate, coordinating samples and sales materials, supporting new account and product set-up, preparing reporting and helping manage the operational detail behind trade shows, agents and key accounts. You'll be someone who gets real satisfaction from creating order from complexity: spotting what's missing before it becomes a problem, following things through to completion and ensuring that the commercial team can focus its time on building relationships and growing sales.

Key Responsibilities

• Provide day-to-day administrative support to the Director of Sales & Marketing across Roomytown's international wholesale business.
• Coordinate completion of new vendor forms, product set-up forms, new line forms and customer onboarding documentation, ensuring information is accurate and deadlines are met.
• Coordinate customer requests for product information, imagery, specifications and other sales assets.
• Maintain accurate and accessible sales information, including price lists, order forms, product information and customer-specific documentation.
• Support the preparation of presentations, range review materials and other documents for key customer meetings.
• Keep track of outstanding commercial actions and proactively follow up with internal teams, customers and agents where required.
• Help document and maintain clear sales processes, templates and workflows, identifying opportunities to make recurring commercial tasks more efficient.

Trade Show Coordination & Attendance

• Support the planning, administration & attendance of Roomytown's UK, US, Canadian and European trade shows.
• Maintain show timelines, checklists and key deadlines.
• Coordinate exhibitor administration, documentation and relevant supplier information.
• Support sample/product requirements and shipment coordination.
• Coordinate staff schedules, passes, accommodation information and other show administration.
• Prepare lead capture documents and sales materials.
• Attend selected trade shows where required.
• Clean, organise and upload leads promptly after each show.
• Coordinate post-show administration and follow-up actions.
• Take day-to-day ownership of maintaining Roomytown's CRM, ensuring customer and lead data is accurate, consistently formatted, appropriately segmented and up to date.
• Process and clean new leads following trade shows, outreach activity and other lead-generation initiatives.
• Ensure sales activity, customer ownership, agent territories and relevant account information are accurately recorded.
• Maintain high standards of data accuracy across sales systems.
• Support the Director of Sales & Marketing with customer, territory and agent reporting.
• Produce regular reports highlighting sales performance, new accounts, reorders, lapsed customers and other relevant commercial trends.
• Use Excel/Google Sheets confidently to analyse and organise sales data.
• Own the day-to-day execution of Roomytown's regular B2B customer communications, designed to keep Roomytown front of mind with wholesale customers and working to commercial priorities agreed with the Director of Sales & Marketing.
• Using predefined templates, build and schedule regular wholesale email campaigns through HubSpot and other B2B platforms such as Faire, working from agreed commercial priorities, content and brand assets.
• Maintain and segment B2B customer mailing lists to ensure communications are relevant and appropriately targeted.
• Coordinate imagery, product information, links and other assets required for campaigns.
• Support communications around new product launches, seasonal selling opportunities, trade shows, back-in-stock products and other key commercial moments.
• Monitor basic campaign performance including opens, clicks and engagement, and share results with the Director of Sales & Marketing.
• Sales Agent Support
• Act as a responsive operational point of contact for Roomytown's UK and international sales agents.
• Coordinate agent onboarding, ensuring new agents receive samples, catalogues, price lists, ordering information, relevant B2B portal/system access, direct ordering links and other materials required to begin selling effectively.
• Maintain accurate agent contact details, territories and relevant commercial information.
• Coordinate ongoing requests for imagery, samples, product information and sales materials.
• Ensure agents are kept informed of new launches, availability and relevant operational updates.
• Support the Director of Sales & Marketing with agent reporting and meeting preparation.

Sample Programme

• Coordinate Roomytown's sample programme across the UK, USA and international markets.
• Maintain accurate records of sample requests, allocations and status.
• Coordinate sample picking and dispatch with Roomytown's warehouses.
• Track deliveries and proactively resolve or elevate issues.
• Ensure agents, customers and internal stakeholders are kept informed of expected delivery.
• Support the planning and distribution of samples around seasonal launches, trade shows and agent appointments.

Sales Materials & Product Information

• Maintain Roomytown's library of B2B sales materials, ensuring agents and customers always have access to current versions.
• Coordinate seasonal updates to catalogues, price lists, order forms, product imagery and digital sales assets.
• Support creation of customer-specific presentations and product selections.
• Coordinate product image and information requests from wholesale customers.
• Work with relevant members of the team to ensure product information is accurate and consistent.

About You

• Exceptionally organised and detail-oriented, with a strong instinct for keeping information, tasks and deadlines under control.
• Someone who enjoys finishing things and following actions through to completion.
• Proactive – comfortable spotting what's missing, chasing information and solving straightforward problems without waiting to be asked.
• Confident working across multiple projects and priorities in a fast-moving small business.
• Numerically confident and comfortable working with spreadsheets, reports and sales data in multiple currencies.
• Systems-minded and interested in finding more efficient ways of working.
• A clear, warm and professional communicator, comfortable working with customers, sales agents and colleagues internationally.
• Calm under pressure and able to maintain accuracy when workloads increase around launches and trade shows.
• Commercially curious, with an interest in understanding how the work you do helps the wider sales team succeed.

Experience

• Ideally 2+ years' experience in sales administration, sales operations, commercial coordination, wholesale or a similar role.
• Strong Excel/Google Sheets capability.
• Experience using a CRM or other business management system; HubSpot experience would be advantageous.
• Experience maintaining accurate customer/product data.
• Confident working with digital systems and able to learn new platforms quickly.
• Experience in a product-based wholesale business such as homeware, gifting, stationery, interiors or lifestyle would be advantageous.
• Experience supporting trade shows, sales agents or international customers would be useful but isn't essential.