Wholesale Operations Coordinator

Lizzie Fortunato Jewels; New York (NY); Hybrid; USD 68,000 - 83,000; Full time

Benefits offered by this job

Year-end bonus opportunity

Job summary

Lizzie Fortunato Jewels seeks a detail-oriented Wholesale Operations Coordinator to own the end-to-end wholesale order process from cleared-to-ship to delivery, ensuring on-time, on-budget shipments that meet routing guides, EDI, and labeling requirements.

You will bridge our Wholesale team and 3PL, serve as the main point of contact for MFABI, and report to the Senior Wholesale Manager. This full-time role can be in-office NYC or remote.

Qualifications

• 3+ years in wholesale operations, order fulfillment, or supply chain.
• Hands-on experience with a 3PL and major retail compliance.
• Experience with EDI – either via Lingo or another platform.
• Comfort with ERP systems and familiar tools (FileMaker, ShipStation, QuickBooks).
• Strong Excel skills including VLOOKUPs and pivot tables.

Responsibilities

• Own wholesale orders from Cleared to Ship to ensure complete data and timely processing.
• Manage shipments by ship window and account priority; flag gaps to stakeholders.
• Coordinate inventory transfers and communicate shortages to Production and WS.
• Serve as day-to-day Wholesale contact for 3PL (MFABI) and ensure accurate ship dates.
• Create and push shipments to ShipStation; handle CSV uploads for major accounts.
• Monitor EDI shipments and wholesale orders routed to ShipStation; resolve issues.
• Maintain shipment tracking for all ship windows and ensure on-time delivery.

Skills

3PL experience

retail compliance

exceptional organization

problem solving

Tools

FileMaker

ShipStation

QuickBooks

Excel

Job description

Who We Are:

Lizzie Fortunato is a New York City-based accessories brand founded by twin sisters, Elizabeth and Kathryn Fortunato. Together, Lizzie and Kathryn source materials and inspiration from around the globe to create collections that are informed by travel, fine art, and the craftwork of the places they visit.

Who You Are:

You are a detail-oriented, resourceful, “do-er”. You are an efficient worker and a problem-solver. The Wholesale Operations Coordinator owns every wholesale order from the moment it is “cleared to ship” until it is delivered so that our Wholesale team can spend its time optimizing sales. Your job is to achieve on‑time (and on‑budget) shipments that adhere to each retailer’s routing guide, EDI, and labeling requirements to avoid chargebacks and ensure all product arrives in a safe and timely fashion. You are experienced, and looking to settle into a consistent role with a great team.

Where You Fit In:

This role sits between our Wholesale team (WS) and our Warehouse (3PL) partner, while also interacting closely with our production team. You will be the primary point of contact for our 3PL for all Wholesale questions. You will report to our Senior Wholesale Manager.

This role is full-time (exempt) and may be in‑office (NYC) or remote.

What You Will Do:

Allocation and Production Coordination

• Assume responsibility for all wholesale orders once WS marks them “Cleared to Ship”, checking each order for completeness and flagging gaps back to the Wholesale Account Owner.
• Assess shipment allocator report in company's ERP (built in FilemakerPro) to manage all open shipments in order of ship window and account priority.
• Prepare shipments for cleared orders; allocate inventory by ship window and account priority and communicate to Production (and WS) around any inventory shortfalls / needs before ship window deadline.
• Work with Production to ensure all committed WS units are received in advance of upcoming ship windows and ensure strong communication in the case of shortfalls or delays.
• Initiate inventory transfers in ERP (FileMaker) including seasonal transfers between Ecom <> WS warehouses to accommodate inventory needs.

3PL Partnership and Communication

• Serve as day-to-day Wholesale contact for our 3PL (MFABI)
• Create shipments in ERP (FileMaker) ensuring accurate ship by dates, pack methods, account-specific packaging and other requirements, and push shipments to ShipStation.
• Upload shipments to ShipStation (outside of ERP) for “major” accounts (ex: Nordstrom) that require CSV uploads.
• Simultaneously process EDI shipments in Lingo.
• Monitor Shopify B2B Wholesale orders that are routed directly to ShipStation (outside of ERP)
• Resolve 3PL out-of-stock and required Transfer notices, including by communicating with Production to prioritize receiving of incoming products.
• Maintain the Shipment Tracking sheet (or comparable report in ERP) for each ship window for the entire shipment process (Cleared through Shipped) to ensure all Shipments ship on time.

Majors (EDI Compliance) and International Shipments

• Own all “major” EDI requirements in Lingo (or other EDI platforms): create shipments, order GS1 carton labels (and other required tickets), release shipments and invoices with 24 hours of shipping, and sync EDI invoices to QuickBooks.
• Create GS1 / UPC codes as needed, keep retailer routing guides and DC details current, and manage retailer portals (for shipping purposes).
• Prepare commercial invoices and packing documents for international accounts and complete export (AES / ITN) filings when required.
• Communicate with MFABI to get international S&H costs to be charged to WS account when relevant.
• Monitor and dispute chargebacks and log root causes (and solutions) to avoid future occurrences.

RTVs and Trunk Show Management

• Manage returns, swaps, repairs, and replacement shipments once approved by Wholesale
• Create return shipments, route to the correct warehouse, and ensure product is received in full by MFABI.
• Ship trunk‑show and consignment inventory on time and coordinate corresponding return shipments post trunk show.

Reporting

• Share a weekly open-orders and ship‑status report for Wholesale and leadership\
• Keep shipping, EDI, and international SOPs current, and contribute to “Last Mile” efficiency improvements for finished product moving from LF to 3PL.
• Communicate with team members and LF clients in a prompt, professional, organized, and clear manner.
• Exhibit hustle, determination, and a positive attitude when issues, delays, and obstacles arise.
• Act as an ambassador for the Lizzie Fortunato brand (with kindness and integrity) while ensuring that deadlines and deliverables are met.

Qualifications:

• 3+ years in wholesale operations, order fulfillment, or supply chain, ideally in fashion / accessories space.
• Hands‑on experience working with a 3PL and with major and specialty retail compliance (routing guides, labeling, ASNs)
• Experience with EDI – either via Lingo or a similar EDI platform
• Comfort with order and inventory systems (ERPs)
• Experience with FileMaker, ShipStation, Quickbooks are all a plus
• Strong excel skills including VLOOKUPs and pivot tables
• Exceptionally organized and detail‑driven
• Clear and calm communicator and effective problem solver with the judgement to know when an issue needs to be elevated
• Optimistic with a go‑getter and “glass-is-half-full” approach to your work.

Compensation and Benefits:

• $75,000 / year salary with year‑end bonus opportunity