Wholesale Order & Fulfillment Coordinator

King City Gardens; Cincinnati (OH); On-site; USD 52,000 - 72,000; Full time

Job summary

King City Gardens is seeking a Wholesale Order & Fulfillment Coordinator to serve as the operational backbone of our wholesale sales process in Cincinnati. You will enter orders, keep LeafLink menus in sync, and ensure pricing and product data are accurate across partner platforms.

This desk-based role emphasizes attention to detail, data analysis, and process discipline. You will generate reports, monitor inventory, flag discrepancies, and support the Head of Wholesale to keep orders shipping

Qualifications

• Advanced proficiency in Excel and Google Sheets.
• Formulas, pivot tables and data analysis skills.
• Attention to detail with product information and pricing.
• Follow documented processes consistently and accurately.
• Reliable communication and proactive discrepancy flagging.
• LeafLink familiarity preferred; training provided.
• Experience in wholesale/order entry/inventory operations is a plus.

Responsibilities

• Enter orders into LeafLink after Head of Wholesale approval.
• Build and maintain menus from LeafLink inventory for review.
• Monitor inventory post-entry to prevent oversells.
• Update menus to reflect current stock and availability.
• Identify and flag pricing discrepancies across platforms.
• Verify data is synced across partner platforms (images, descriptions, pricing).
• Run standard and custom reports from LeafLink and internal systems.
• Support order fulfillment on sales-related projects and setups.
• Enter sales order notes into LeafLink after PO conversion.
• Serve as an operational contact to flag issues for the Head of Wholesale.

Skills

Excel

Google Sheets

Formulas

Pivot Tables

Data analysis

Attention to detail

Process adherence

Communication

Wholesale operations

LeafLink familiarity

Tools

LeafLink

Job description

The Wholesale Order & Fulfillment Coordinator is the operational backbone of the wholesale sales process at King City Gardens. This role ensures that every order the Head of Wholesale approves is entered accurately, every menu reflects real-time inventory, and every partner platform shows consistent, correct pricing and product data. This is a detail-driven, systems-focused role — not a sales role — built for someone who takes pride in accuracy, catches discrepancies before they become problems, and keeps wholesale operations running smoothly behind the scenes. This role serves as the operational eyes and ears for the Head of Wholesale, helping ensure every order shipped and every menu published is good for the Garden.

Core Responsibilities

• Receive menu order forms and sales orders from the Head of Wholesale
• Enter all orders into LeafLink following Head of Wholesale approval
• Build and maintain product menus from LeafLink inventory and route to the Head of Wholesale for review
• Monitor and control inventory post-LeafLink entry to prevent oversells
• Update menus on an ongoing basis to reflect current inventory and product availability
• Identify and flag pricing discrepancies in LeafLink and across partner platforms for Head of Wholesale review and approval
• Verify all menu data is synced correctly across partner platforms, including images, descriptions, and pricing consistency
• Run standard and custom reports from LeafLink and internal systems as requested
• Support order fulfillment operations on sales-related projects, including display unit shipments, new store setup, and education card production
• Enter sales order notes and special instructions into LeafLink once orders are converted to purchase orders (POs)
• Serve as an operational point of contact supporting the Head of Wholesale, flagging issues and surfacing information proactively

What This Role Does Not Include

• Calling on dispensary accounts
• Outbound sales or prospecting
• Pricing decisions or discount authority
• Strategic account planning

Required Skills & Qualifications

• Advanced proficiency in Excel and Google Sheets (required)
• Comfortable building formulas, pivot tables, and conducting data analysis
• Comfortable working in spreadsheets and data systems on a daily basis
• High attention to detail with product information and pricing
• Ability to follow documented processes consistently and accurately
• Reliable communication skills, with a habit of proactively flagging discrepancies
• Familiarity with LeafLink preferred but not required — training will be provided
• Prior experience in wholesale, order entry, inventory coordination, or a similar operations-support role is a plus

Physical Requirements & Work Environment

• Primarily a desk-based, computer-intensive role requiring extended periods of sitting and screen time
• Onsite presence required at the Cincinnati office
• Standard office environment; occasional movement between office and warehouse/inventory areas as needed