Wholesale Operations & AR Coordinator (Jewelry/Fashion Industry)

Spinelli Kilcollin; Los Angeles (CA); On-site; USD 60,000 - 65,000; Full time

Job summary

Spinelli Kilcollin, a fine jewelry brand, is seeking a Wholesale Operations & AR Coordinator in Downtown Los Angeles. This role involves managing wholesale orders, ensuring timely invoicing, and maintaining customer relationships, requiring strong organizational skills and a proactive mindset.

Benefits

Paid Company Holidays

PTO

401(k) + matching

Profit sharing + Annual Bonus

Qualifications

• 1-3 years of experience in wholesale operations or customer service.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.

Responsibilities

• Track wholesale orders from submission through fulfillment.
• Act as the main operational contact for wholesale clients.
• Collaborate cross-functionally with production and shipping teams.

Skills

Organizational skills

Attention to detail

Communication skills

Proactive mindset

Tools

Microsoft Excel

Google Sheets

ERP systems (NetSuite, Avalara, Shopify)

Job description

Wholesale Operations & AR Coordinator (Jewelry/Fashion Industry)

Wholesale Operations & AR Coordinator (Jewelry/Fashion Industry)

Get AI-powered advice on this job and more exclusive features.

Wholesale Operations & AR Coordinator (Jewelry/Fashion Industry)

Spinelli Kilcollin, a West Coast-based fine jewelry brand, is seeking a highly organized and proactive Wholesale Operations & AR Coordinator to join our team in Downtown Los Angeles.

Position Summary:

We are seeking a highly organized and proactive Wholesale Operations & AR Coordinator to support our expanding wholesale business. This role acts as the operational backbone between internal teams and wholesale partners, ensuring seamless operations execution, accurate invoicing, and timely payment follow-up. The ideal candidate is detail-oriented, responsive, and thrives in a fast-paced, high-touch environment. This position also supports cross-functional collaboration with accounting, sales, and system implementation teams to streamline operations as we scale.

Reports To: A/R - A/P Finance Manager

Key Responsibilities:

• Track wholesale orders from submission through fulfillment and delivery.
• Confirm that orders are production-ready by verifying required assets (SKUs, PO details, pricing, pre-ship approvals).
• Monitor production timelines and proactively follow up with internal teams.
• Release orders to shipping when cleared, and ensure delivery instructions and packaging guidelines are followed.
• Generate and send invoices based on shipped orders.
• Process payments by sending payment links or requesting wire transfer proof.
• Follow up on outstanding balances and chase overdue payments as needed.
• Maintain oversight of client credit terms and escalate issues when terms are exceeded.
• Send invoice notification emails including the order number, attached Order Confirmation form, and clear payment instructions.
• Track and apply Credit Notes resulting from RTVs (Return to Vendor) and co-op agreements.
• Collaborate with Accounts Receivable on ongoing management of key specialty accounts.
• Update order status in HubSpot to “Ready for Delivery” and “Paid in Full” (if applicable), and tag deal owners to signal readiness for shipment.
• Update order status in HubSpot to “Won” or “Lost” once payment has been collected, ensuring the deal stage is completed from start to finish.

Customer Communication & Support:

• Act as the main operational contact for wholesale clients for order updates, availability checks, and documentation.
• Respond to customer emails promptly and professionally.
• Address and resolve customer concerns or complaints related to orders, products, or delivery issues with care and follow-through.
• Ensure excellent service by maintaining consistent, courteous, and solutions-oriented communication.

Client Data & Relationship Management:

• Maintain accurate and up-to-date customer records in HubSpot and related systems.
• Track historical purchase activity and key account notes.
• Support relationship continuity by logging customer preferences, compliance requirements, and credit terms.

Internal Coordination:

• Collaborate cross-functionally with production, inventory, and shipping teams to align on timelines and order priorities.
• Support the Wholesale Sales team in fulfilling seasonal orders, capturing account notes, and resolving vendor compliance questions.
• Proactively flag fulfillment risks, low inventory, or timeline issues and offer resolution strategies.

Accounting & ERP Support:

• Attend ERP implementation meetings and training sessions (e.g., NetSuite, Avalara, Shopify, GlobalLink) to support accounting team adoption.
• Help test and maintain workflow integrations between order processing, invoicing, and reporting platforms.
• Support invoice reconciliation and data validation during system transitions or upgrades.

Qualifications:

• 1-3 years of experience in wholesale operations, logistics, sales support, or customer service (preferably in fashion, jewelry, or consumer goods)
• Strong organizational skills, attention to detail, and ability to manage deadlines
• Excellent written and verbal communication skills, with a calm and professional demeanor under pressure
• Familiarity with accounting or ERP systems such as NetSuite, Avalara, Shopify, and ShipStation a plus
• Proficiency in Microsoft Excel and/or Google Sheets
• A proactive, solutions-oriented mindset with the ability to adapt to change and contribute to team growth

Compensation:

• $60,000 - $65,000, per year DOE
• Paid Company Holidays
• PTO
• 401(k) + matching
• Profit sharing + Annual Bonus

How To Apply:

Send your resume and a cover letter to . Please include three cultural figures who inspire you in any creative field and why. Impeccable references are required.

Applicants must submit the materials above directly to [e-mail] for consideration.

We look forward to receiving your application and learning more about how you can contribute to Spinelli Kilcollin!

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Accounting/Auditing and Finance

• Industries

  Retail

Referrals increase your chances of interviewing at Spinelli Kilcollin by 2x

Sign in to set job alerts for “Accounts Receivable Coordinator” roles.

Accounts Receivable Specialist (3 years exp req)

Los Angeles County, CA $22.00-$24.00 2 weeks ago

Los Angeles County, CA $30.00-$33.00 2 weeks ago

Temp Accounts Receivable Collections Specialist

Accounts Payable / Receivable Specialist

Accounts Receivable Collections Specialist

Los Angeles Metropolitan Area 2 weeks ago

Los Angeles County, CA $25.00-$27.00 16 hours ago

Accounts Receivable/Collections Coordinator

Los Angeles Metropolitan Area 2 weeks ago

Los Angeles County, CA $23.00-$26.00 3 weeks ago

Accounts Receivable/Collections Specialist

Los Angeles Metropolitan Area 3 weeks ago

West Hollywood, CA $60,000.00-$75,000.00 3 weeks ago

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.