POSITION SUMMARY:
The Wholesale Operations Coordinator is responsible for the day-to-day operational management of Nopalera’s chain retail accounts.
ESSENTIAL FUNCTIONS:
Chain Retail Account Administration:
- Serve as the primary operational point of contact for assigned chain retail partners across a portfolio of national and international accounts.
- Receive, prioritize, and fulfill all inbound requests from retail partners, including asset delivery, form submissions, deadline-driven promotional commitments, and platform or listing requirements, ensuring that no partner request goes unresolved or past deadline.
- Manage accounts with primarily logistical operational profiles separately from marketing-driven accounts, including coordination of delivery schedules, pickup timelines, and liaison with internal operations staff as required.
- Maintain organized, current records of all retail partner communications, open requests, deadlines, and commitments across the full account portfolio, ensuring visibility and accountability at every stage.
Retail Partner Relationship Management:
- Cultivate and maintain professional working relationships with assigned retail partner contacts, serving as a consistent, dependable point of contact across all account interactions.
- Develop and document familiarity with the operational structure, communication preferences, and internal processes of each assigned partner, and adapt account management practices accordingly.
- Represent Nopalera in all routine retailer correspondence with professionalism and brand-appropriate communication.
- Escalate partner concerns, relationship issues, or commercially significant developments to the CEO in a timely manner.
Internal Coordination and Launch Readiness:
- Serve as the internal coordination point between retail partner requirements and Nopalera’s operations, product, and marketing functions.
- Communicate product launch sequencing to retail partners with specificity: availability-to-ship dates, DTC-versus-retail release sequencing, and sample availability timelines.
- Submit retailer-driven promotional requirements to the company’s internal promotional calendar on behalf of each partner, ensuring that marketing and operations teams receive accurate, timely inputs reflecting each account’s commitments and deadlines.
- Confirm and document promotional commitments on behalf of the company, including seasonal program participation, secondary placement elections, and assortment submissions, following CEO approval.
- Coordinate with the marketing team to procure and deliver approved brand assets in response to retailer requests, including product photography, training materials, brand decks, and digital content.
Brand Standards Administration:
- Design and maintain systems, access pathways, and communication protocols that make it straightforward for retail partners to obtain and use current, approved Nopalera brand assets.
- Ensure that all assigned partners have clear documentation of brand guidelines, including approved imagery, logo standards, copy requirements, and asset sourcing instructions, and that this documentation is kept current.
- Proactively communicate brand guideline updates to retail partners at product launch and whenever standards are revised, through established channels and with sufficient lead time for partner implementation.
- Identify and remediate instances of brand standards non-compliance by retail partners, including use of outdated imagery, incorrect logos, or unauthorized copy.
- Review retailer-produced digital content, including platform listings and promotional materials, prior to publication where review access is provided.
QUALIFICATIONS:
Required:
- Minimum 2 years of experience in wholesale operations, retail account coordination, or a substantially similar role.
- Demonstrated experience managing multiple concurrent deadlines across multiple accounts or stakeholders.
- Proficiency in written business communication, with the ability to interpret and respond accurately to nuanced, varied correspondence from retail partners operating different systems and processes.
- Proficiency in Notion and Google Sheets.
- Functional competency with AI productivity tools.
- Exceptional organizational skills and attention to detail.
Preferred:
- Professional proficiency in Spanish (written and spoken), given the scope of Latin American and international retail accounts in this portfolio.
- Experience working with chain or mass-market retail accounts in the beauty, personal care, or CPG sector.
- Familiarity with retail promotional structures, including secondary placement programs, seasonal candidation processes, and in-store activation calendars.
- Experience with retailer portal systems, EDI platforms, or similar retail compliance tools.
- Experience coordinating product launches across DTC and wholesale channels.
WORKING CONDITIONS:
- This is a fully remote position.
- The incumbent must maintain reliable internet access and be available during core business hours.
- Occasional availability outside standard hours may be required to accommodate international retail partners across multiple time zones.
- Nopalera is an equal opportunity employer.
- Employment decisions are made without regard to race, color, religion, sex, national origin, disability, age, or any other status protected by applicable law.
DISCLAIMER:
- This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, or responsibilities associated with it.
- Duties and requirements may be modified at the discretion of the company.
- This document does not constitute a contract of employment.
