Wholesale Operations Coordinator
Location: London, UK
Reports to: Director of Sales
Our Company:
ERDEM is an independent house of bold fashion, based in London. Founded in 2005 by designer Erdem Moralioglu MBE, the brand has forged its own path within the industry. After appointing his first CEO in 2020, the company has begun its exciting growth journey to increase its visibility and expand its global footprint through Wholesale, Retail & eCommerce channels.
How we do things:
We truly believe our independence is one of our greatest strengths. It ensures we are agile and fast to market. Our teams are convivial, dynamic and share the common goal of growing our brand in a sustainable way. Our product is worn by incredible women all over the world.
Job Description:
To assist and support the Wholesale Department in all aspects of order and customer service administration. To effectively manage the movement and control of stock and returns within company policy and procedure. To manage and propose solutions to final client complaints. To take ownership of all administrative duties for the Paris Showroom.
Duties:
* Complete accurate processing of all seasonal orders – from checking client’s details, sales orders against buy sheets, to transmission to supplier according to seasonal deadline.
* To take full ownership of managing the Paris Showroom – oversee all showroom maintenance needs, sample and showroom inventory management, market and VIC schedule, and model/intern scheduling.
* Support Wholesale team during market with greeting clients, food and beverage orders, and intern and model coordination.
* Assist the Wholesale team with processing and tracking re-orders.
* Support the Wholesale team with Pop-Ups, activations, trunk shows, trainings, and Client Engagement initiatives and special orders.
* Collate and check all customer PO’s prior to delivery, ensuring delivery dates, values, and quantities are correct and EAN13 codes have been loaded.
* Support the Wholesale team with Online retailers – monitor websites to ensure that imagery, copy information, and pricing are accurate.
* To follow through on all delivery administration – supplier and warehouse schedules, delivery bookings/dates and update management and clients accordingly.
* To build relationships with clients, suppliers, 3rd party warehouses to ensure efficient delivery procedures are upheld. Manage all clients’ delivery queries (e.g. shortages/overs, Sku report, phasing etc…).
* Arrange stock returns from clients’ collection point and delivery to supplier, and track and log all returns.
* Keep accurate records of all debit notes which have been investigated.
* Keep an organized log of all clients’ claims for faulty merchandise on supplier system and communicate supplier final decision to clients (rejection/acceptance).
* To provide internal and external contacts with a consistent high standard of service as well as clear, detailed communication.
* To deal with all client complaints and communicate to sales team and management.
* Manage all clients’ sample requests (consignments) and keep a log of all movements.
* Regularly meet with sales team and management to report on delivery status.
* Highlight any delivery problems and advise supplier and management.
* Work towards all performance targets as set by management team.
* Respond to any reasonable request made by management.
* Ensure that Health and Safety standards required by the company are maintained
* Provide training and orientation for office juniors and interns.
Behaviours for success:
* Excellent communication and 'people' skills.
* Multi-tasking and prioritization skills with the ability to manage several ongoing projects/tasks at once
* Have the gravitas and poise to manage communication and interactions across various levels of the company and industry.
* Highly detail-oriented with strong negotiation and customer service skills.
* Strong reporting and analytical skills.
* A strong commitment to customer service and maintaining excellent service standards
* Problem-solving ability and a high sense of responsibility
* Planning and organisational skills
* Ability to meet deadlines and work under pressure
* Well organized and proactive in providing timely, efficient and accurate support to the Wholesale team.
Work experience and qualifications:
* Minimum 3 years experience in a similar administrative role.
* Highly literate in Excel, PowerPoint, and all Microsoft programs.
* Previous experience in problem-solving and customer service.
* English fluency required; fluency to conversant in French preferred.
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