Wholesale Operations Specialist - Orders & Accounts

RuffleButts, Inc.; Flower Mound (TX); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health and dental benefits

401(k) with matching

Paid vacation and holidays

Hybrid work environment

Casual dress code

Job summary

RuffleButts + RuggedButts is seeking a Wholesale Operations Coordinator to keep wholesale orders moving from placement to delivery. You will be the main point of contact for wholesale customers and reps, and manage day-to-day order activity across Faire, NuOrder, and NetSuite.

You will maintain the wholesale catalog, support key accounts, track prebooks, and run promotions. The role offers a hybrid work environment with opportunities to collaborate across teams.

Qualifications

• 2+ years in wholesale, customer service, order management, or sales operations, ideally in apparel or consumer products.
• Hands-on experience with an ERP (NetSuite preferred) and B2B ordering platforms such as Faire or NuOrder.
• Strong attention to detail when keeping orders, fees, and product data in sync across multiple systems.
• Clear, friendly written and verbal communication with customers, reps, and internal teams.

Responsibilities

• Serve as the primary contact for wholesale customers by email, phone, and Faire messages.
• Provide order status, ship dates, and tracking updates.
• Place orders on behalf of customers on request or when technical issues arise.
• Modify existing orders: add or remove items, update shipping addresses, change ship dates, and process cancellations.
• Resolve damaged or missing items through replacements and refund.
• Coordinate with the warehouse to audit replacements against specs.
• Create shipping labels in RF Smart.
• Process RAs and replacement sales orders in NetSuite and receive returned items on item receipts when applicable.
• Issue refunds in NuOrder or store credit to the customer.
• Maintain customer account details such as addresses and contacts.
• Answer product questions, including restock timing, coordinating items, and top sellers.
• Review and accept incoming orders, moving them to OK to Ship or HOLD: Future Ship.
• Apply discounts, shipping promotions, and prebook coupon codes.
• Vet new customers and dispute commission when appropriate.
• Create new NetSuite accounts for true new customers, or match to existing accounts.
• For Faire Direct customers, update rep code and contact information.
• Recalculate Faire fees after any order change and update both NetSuite and Faire.
• Remove out-of-stock items from fulfilled orders so they bill, and log them in the wholesale OOS tracker.
• Monitor tracking sync from NetSuite to Faire and enter tracking manually when it fails.
• Collect payment on immediate orders submitted without payment.
• Contact customers about declined payments and send invoices or PayPal invoices on request.
• Request updated tax documents and charge sales tax if they are not received by the deadline.
• Apply prebook coupon codes.
• Remove out-of-stock items from fulfilled orders, refund in NuOrder, and log them in the OOS tracker.
• Maintain product data in Faire and NuOrder, flagging SKU, dev code, linesheet, or missing-data errors to the product team.
• Sync new SKUs to NuOrder with CADs and descriptions; upload new products to Faire using NetSuite data.
• Override quantities to allow prebooking before POs are placed, then remove overrides so PO inventory feeds.
• Update Faire as NetSuite changes: MSRP, ship date, SKU, description, fabrication.
• Upload flats and lifestyle images from the creative team, replacing CADs.
• Build monthly collection linesheets in NuOrder, including header and cover images, and link them on the NuOrder homepage.
• Handle dropped and delayed items: remove from orders, delete from Faire, unsync from NuOrder, adjust ship dates, and split orders as needed.

Skills

Wholesale experience

Customer service

Order management

Sales operations

Attention to detail

Communication

Tools

NetSuite

Faire

NuOrder

RF Smart

Power BI

Excel

Job description

RuffleButts + RuggedButts is seeking a Wholesale Operations Coordinator to keep wholesale orders moving from placement to delivery. You will be the main point of contact for wholesale customers and reps, and manage day-to-day order activity across Faire, NuOrder, and NetSuite.

You will maintain the wholesale catalog, support key accounts, track prebooks, and run promotions. The role offers a hybrid work environment with opportunities to collaborate across teams.