Wholesale Sales Coordinator

Clif Family; Helena (MT); Hybrid; USD 25,000 - 32,000; Full time

Job summary

Clif Family in Helena, CA is seeking a Wholesale Sales Coordinator to support daily sales operations for our wholesale wine and specialty foods.

You will manage orders, samples, records, and outreach to new accounts, equipping our sales team and partners with the tools they need.

Ideal candidate is highly organized, experienced in wine/food sales, and able to balance operational rigor with creative execution.

Qualifications

• 5+ years of wine or food sales experience, with both on-premise and retail exposure.
• Knowledge of the three-tier system and how distributors/retailers operate.
• Sharp organization and follow-through.
• Proficiency with CRMs, order management systems, Excel, Google Workspace and Canva.
• Self-motivated, organized, able to work independently while collaborating with a team.
• Physical ability to lift up to 50 lbs.
• Availability to work weekends, holidays and events.
• Valid CADL Driver's License and clean driving record.

Responsibilities

• Process wholesale orders from entry through fulfillment, coordinating with operations, warehouse and distributors on inventory, pricing and ship dates.
• Process wholesale sample requests for sales reps, distributors, buyers and prospects.
• Monitor inventory and allocations for wholesale SKUs and flag low stock, vintage changes and new releases.
• Resolve order issues — shorts, breakage, invoicing questions and returns.
• Provide order support during high impact gifting seasons.
• Maintain organized account files, order history, sample logs, pricing sheets, contracts and compliance documents.
• Keep CRM and account databases accurate and up to date.
• Pull regular sales, depletion and sample reports for the sales team and leadership.
• Track distributor and retailer programs, promotions and billbacks.
• Build prospect databases of restaurants, wine shops, specialty grocers, cheese shops and gift retailers in target markets.
• Research accounts and qualify leads before handoff to sales; log in CRM.
• Support trade show and event lead capture and follow-up.
• Write wine fact sheets and specialty food sell sheets.
• Keep the trade tools page current.
• Create point-of-sale materials: shelf talkers, case cards, table tents, menu inserts, signage, recipe cards.
• Maintain sales decks, price lists and presentation materials; share press and awards with the trade.
• Coordinate merchandising support and in-store promotions with retailers.
• Manage logistics for wholesale events: tastings, ride-alongs, market visits, trade shows, dinners and in-store demos.
• Prepare market visit kits with samples, sell sheets and account notes.
• Serve as a day-to-day contact for distributors, brokers and wholesale accounts.
• Support the sales managers with special projects.

Skills

Wine/food sales

Three-tier system knowledge

Organization

CRM & order management

Independence with teamwork

Lift up to 50 lbs

Weekend/holiday availability

Driver's license

Tools

Excel

Google Workspace

Canva

CRM software

Order management systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Wholesale Sales Coordinator

ST HELENA, CA, US

7 days ago Requisition ID: 1054

Salary Range: $25.00 To $32.00 Annually

As a B Corp certified business, Clif Family is guided by our values to sustain our planet, our community, and our people. We strive to support a healthier, more sustainable world through the enjoyment of wine, food, and connection. We organically farm the grapes, olives, fruit, and vegetables that go into our wine and food products, and we work with our suppliers to source organic ingredients. Every Clif Family product is made with the highest quality and care while having the lowest impact and cost to our planet.

Position Description:

The Wholesale Sales Coordinator supports the daily sales operations and trade marketing efforts of our wholesale wine and specialty food business. This role manages order and sample processing, maintains accurate account records, identifies and engages new accounts, and equips our sales team and trade partners with the tools they need to represent Clif Family effectively.

The ideal candidate is highly organized and detail-oriented, balances operational rigor with creative execution, and communicates clearly and accurately about our wines and specialty foods.

Position Responsibilities:

Orders and Samples

• Process wholesale wine and specialty food orders from entry through fulfillment, coordinating with operations, the warehouse and distributors on inventory, pricing and ship dates.
• Process wholesale sample requests for sales reps, distributors, buyers and prospects.
• Monitor inventory and allocations for wholesale SKUs and flag low stock, vintage changes and new releases to the team.
• Help resolve order issues — shorts, breakage, invoicing questions and returns.
• Provide order support to Corporate Gifting Sales Manager during high impact gifting seasons.

Records and Reporting

• Maintain organized, current records: account files, order history, sample logs, pricing sheets, contracts and compliance documents.
• Keep the CRM and account databases accurate and up to date.
• Pull regular sales, depletion and sample reports for the sales team and leadership.
• Track distributor and retailer programs, promotions and billbacks.

Prospecting and Outreach

• Build and maintain prospect databases of restaurants, wine shops, specialty grocers, cheese shops and gift retailers in target markets.
• Research accounts and qualify leads before handoff to sales, logging in CRM as necessary.
• Support trade show and event lead capture and post-show follow-up.

Trade Marketing and Sales Tools

• Write wine fact sheets and specialty food sell sheets.
• Keep the trade tools page of the website current.
• Create point-of-sale materials as needed: shelf talkers, case cards, table tents, menu inserts, display signage, recipe cards, etc.
• Maintain sales decks, price lists and presentation materials so reps always have the latest version.
• Collect and share press, scores and awards with the trade.
• Coordinate merchandising support and in-store promotions with retail partners.

Events and Travel

• Manage logistics for wholesale events: trade tastings, distributor ride‑withs, market visits, trade shows, winemaker dinners and in-store demos — including wine and product shipments, collateral, registrations and staffing.
• Prepare market visit kits with samples, sell sheets and account notes.

Team Support

• Serve as a day-to-day point of contact for distributors, brokers and wholesale accounts.
• Support the sales managers with special projects.
• Other tasks may be assigned as necessary.

Qualifications:

• 5+ years of experience in wine or food sales, preferably with both on-premise and retail channels.
• Working knowledge of the three-tier system and how distributors, brokers and retailers operate.
• Sharp organization and follow-through.
• Proficient with CRMs, order management systems, Excel, Google Workspace and Canva.
• Self-motivated, organized, and able to work independently while collaborating with a team.
• Ability to lift up to 50 lbs.
• Availability to work weekends, holidays, and special events as needed.
• Valid CADL Drivers License and clean driving record