What are the responsibilities and job description for the Wholesale Order & Fulfillment Coordinator position at King City Gardens?
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