Operations Coordinator – Wholesale, Ecommerce & Import

Birch Outfitters LLC; Salem (MA); On-site; USD 40,000 - 70,000; Full time

Job summary

Birch Outfitters LLC is seeking an Operations Coordinator to own the flow of goods from origin through customer delivery and to run daily ecommerce, retail, and wholesale order management. The role requires coordinating packing, shipping, invoicing, and inventory across ApparelMagic, Shopify, and Faire.

You will manage inbound/outbound shipments, prioritize warehouse tasks, track timelines, and ensure accurate order status and timely billing for multiple channels.

Qualifications

• Experience in apparel wholesale, import operations, order management, or ecommerce operations.
• High attention to detail with orders, packing lists, invoices, and inventory counts.
• Clear communication with Sales, Warehouse, Production, customers, and Finance.

Responsibilities

• Daily orders — ecommerce, wholesale, and retail: process and manage daily Shopify ecommerce orders and wholesale orders; allocate inventory; coordinate with warehouse; handle order changes and backorders; keep status updated in ApparelMagic, Shopify, and Faire.
• Origin handoff and documentation: own goods once production passes inspection and ships from origin; manage packing lists and shipping docs; resolve discrepancies; coordinate with Production Director.
• Inbound, warehouse, and outbound shipping: track inbound shipments and delivery timelines; flag delays; coordinate with warehouse and traffic departments; plan shipments and complete docs.
• Invoicing, factoring, and factory payments: create invoices after shipment; keep records in ApparelMagic; provide invoices to factor bank; track invoices and payment timelines; maintain available-to-sell figures across channels.

Skills

Apparel wholesale

Import operations

Order management

Ecommerce operations

Attention to detail

Communication

Tools

ApparelMagic

Shopify

Faire

Excel/Google Sheets

Job description

We are an apparel import company looking for an Operations Coordinator to own the flow of goods from origin through customer delivery, and to run daily ecommerce, retail, and wholesale order management.

This person takes ownership once production has passed inspection and is ready to ship from origin. From there they manage documents, inbound and outbound shipments, warehouse priorities, invoicing, factoring, factory payments, inventory available to sell, and daily orders across Shopify, Faire, and wholesale/retail accounts.

Responsibilities

Daily orders — ecommerce, wholesale, and retail

• Process and manage daily Shopify ecommerce orders
• Process and manage daily wholesale orders through Faire and other wholesale/retail accounts
• Allocate available inventory across channels based on stock and customer priority
• Work with the warehouse to prioritize picks and shipments against customer timelines
• Handle order changes, shortages, splits, backorders, and exceptions
• Keep order status accurate in ApparelMagic, Shopify, and Faire

Origin handoff and documentation

• Take ownership of goods once production has passed inspection and is ready to ship from origin
• Manage packing lists and shipping documents
• Compare factory packing lists against original packing instructions and resolve discrepancies
• Coordinate with the Production Director on shipment readiness, exceptions, and timing

Inbound, warehouse, and outbound shipping

• Track inbound shipments and customer delivery timelines
• Flag potential late deliveries early and communicate with Sales
• Once goods arrive, coordinate with the warehouse to prioritize customer orders
• When goods are ready to ship, coordinate with customer traffic departments
• Plan shipments and complete required documentation

Invoicing, factoring, and factory payments

• Create and submit customer invoices after shipment
• Keep orders, shipments, and billing current in ApparelMagic
• Provide invoices to our factor bank and manage financial availability
• Track factory invoices and payment timelines
• Communicate payment priorities with the Finance Officer
• Maintain a clear view of what is available to sell across Shopify, Faire, wholesale, and warehouse stock
• Update inventory as shipments arrive, orders allocate, and goods ship
• Use worksheets and ApparelMagic to keep packing lists, receipts, and available-to-sell figures accurate

Systems

• ApparelMagic (ERP)
• Shopify (ecommerce)
• Excel / Google Sheets for packing lists, trackers, and inventory worksheets

ApparelMagic experience is a strong plus. Shopify and Faire experience is preferred. Strong spreadsheet accuracy is required.

What we’re looking for

• Experience in apparel wholesale, import operations, order management, or ecommerce operations
• High attention to detail with orders, packing lists, invoices, and inventory counts
• Ability to manage daily order flow and longer inbound shipment timelines at the same time
• Clear communication with Sales, Warehouse, Production, customers, and Finance
• Organized, follow-through mindset; this role owns the process from origin to cash

Nice to have

• ApparelMagic experience
• Apparel import or wholesale background
• Familiarity with customer routing guides and shipping documentation
• Experience with factoring, vendor payments, or available-to-sell inventory