Wholesale Operations Coordinator

Description

Who We Are:

RuffleButts + RuggedButts is a digitally native premium children’s apparel company founded in 2007 with a ruffle bloomer that has now grown to a full assortment of premium children’s apparel. Known for lasting quality, playful prints, and family-matching collections for life’s special moments, RuffleButts has quickly grown to annual revenue exceeding $40M. Our products can be found online at Rufflebutts.com, Ruggedbutts.com, Amazon, select retailers such as Nordstrom, Target and Scheels and hundreds of specialty retail locations around the globe. RuffleButts has been a Summit Park holding since 2020.

What we’re looking for:

 We’re looking for a Wholesale Operations Coordinator that keeps wholesale orders moving from placement to delivery. This role is the main point of contact for wholesale customers and sales reps, and owns day-to-day order management across Faire, NuOrder, and NetSuite. The coordinator also maintains the wholesale product catalog, supports key account orders, tracks prebooks, and runs the operational side of promotions. Success means accurate orders, fast prebook releases, clean product data, and responsive service to customers and reps.

Key Responsibilities: 

Wholesale Customer Support: 

• 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.

Faire order management:

• 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.

NuOrder order management:

• 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.

Product catalog and collection changes:

• 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.

Prebooks and reporting:

• Monitor committed orders to release prebooks as quickly as possible: collect payment on fully in-stock NuOrder orders, reallocate inventory in NetSuite, and split orders to reduce delays.
• Report on prebook sales by expected ship month and by month ordered, open prebook status, and top-selling products and patterns.
• Support team reporting, including customer lists (active, lost) and Power BI reports.

Promotions, applications, and cross-team coordination:

• Set up promotional pricing: export from NetSuite to NuOrder, and build tiered promotions in Faire with products grouped by nearest percent off.
• Respond to new wholesale applicants, ask qualifying questions, submit applications for emailed prospects, and follow up on NuOrder connection requests.
• Resolve discrepancies with accounting, mainly Faire fees and out-of-stock items.
• Create sales orders for sourcing and hand them off to operations.

Managing Wholesale Campaigns and Internal Emails:

• Coordinate wholesale promotional email campaigns, submitting creative requests and building final emails for deployment

Requirements

Systems and tools:

• NetSuite: Customer accounts, sales orders, RAs, payments, inventory allocation
• Faire: Order intake, commission disputes, product listings, promotions, international labels
• NuOrder: Orders, payments and refunds, linesheets, product sync
• Syncware: Syncing Faire orders and tracking with NetSuite
• RF Smart: Shipping labels for replacements
• Power BI: Reporting and analytics

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.
• Ability to manage a high volume of requests, prioritize, and follow through.
• Comfort with spreadsheets and basic reporting; Power BI experience is a plus.
• Familiarity with EDI, retailer compliance, and international shipping documents is a plus.
• Availability to travel locally for Dallas Market as needed.

Top Reasons to Work with Us

• Competitive base compensation, paid vacation/holidays, health & dental benefits, and 401k + matching.
• Hybrid work environment, casual dress code.
• Our company was founded on the Golden Rule, and we have a culture centered around kindness, gratitude, and customer appreciation.