What are the responsibilities and job description for the Wholesale Operations Associate position at Guest In Residence?
Job description
Location: Brooklyn, Red Hook Area, NY
Job Type: Full-Time
Reports to: Operations and Logistics Director
About Us:
We are a fast-growing fashion brand known for our premium knitwear and timeless cashmere. As we continue to expand our wholesale footprint across key domestic and international markets, we’re looking for a Wholesale Operations Associate to lead the charge in delivering a world-class experience to our retail partners.
Position Summary:
The Wholesale Operations Associate will oversee all aspects of wholesale account servicing and operational execution. You will play a key role in managing seasonal order flows, ensuring timely and accurate deliveries, and maintaining exceptional communication with our global wholesale partners. This role requires a blend of operational excellence, industry knowledge, and customer-first thinking to help scale our wholesale business efficiently and sustainably.
Key Responsibilities:
Wholesale Operations:
- Coordinate wholesale order fulfillment, invoicing, and delivery.
- Ensure accurate inventory allocation in partnership with sales, production, and logistics teams.
- Route and schedule outbound shipments.
- Ensure all shipments are compliant with vendor guidelines.
- Ensure partners receive accurate tracking information for all shipments.
- Create and send weekly inbound and outbound shipping reports ship windows.
- Liaise with Hilldun to ensure timely credit approvals.
- Manage returns and credits (i.e. Issue RTVs and credit memos).
- Open order book management.
- Oversee all orders and day to day activities for customers’ needs, communicating any order discrepancies and partnering with all parties to resolve them in a timely manner.
- Act as liaison and client advocate to Operations team.
- Ensure that weekly/monthly projections are met and communicated to each team.
- Ensure Sales and Operations teams are apprised of all day-to-day activities and achievements.
Customer Service & Account Support:
- Act as the main point of contact for all wholesale account inquiries (specialty stores, major retailers, and international distributors).
- Troubleshoot shipping delays, backorders, returns, and other service issues with a solutions-oriented approach.
- Build and maintain strong relationships with wholesale clients, ensuring a positive and seamless customer experience at all touch points.
- Track and report on key account KPIs, such as order accuracy, ship-through rates, and customer satisfaction.
Cross-Functional Collaboration & Leadership:
- Partner with the sales, production, and finance teams to support seasonal order flows, reorder opportunities, and shipping forecasts.
- Participate in process improvements to increase operational efficiency and scalability as the brand grows.
- Assist with some ECOM Business, as needed.
Qualifications:
- 2-3 years of experience in wholesale operations, customer service, or account management within the fashion/apparel industry.
- Strong knowledge of ERP systems (e.g., Apparel Magic), WMS System (e.g., Ship Hero) and EDI workflows ( RMS EDI, SPS)
- Strong knowledge of Microsoft Office required (knowledge of Excel is a must – VLOOKUP, Pivot tables, etc.)
- Exceptional communication and relationship skills.
- Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
- Experience working with contemporary fashion brands is a plus.
Industry
- Apparel & Fashion
Employment Type
- Full-time
- Salary 70K and up depending on experience.
- Full Medical, Dental and Vision Benefits
- Transit Benefits