Wholesale Sales Coordinator / Sales Executive Assistant

ob Description: Wholesale Sales Coordinator – Apparel & Off-Price Retail

Position: Wholesale Sales Coordinator / Sales Executive AssistantIndustry: Apparel Manufacturing, Import & Wholesale DistributionEmployment Type: Full-TimeWork Arrangement: RemoteReports To: Senior Sales Executive / Sales Director

Job Overview

We are seeking a highly organized, proactive, and detail-oriented Wholesale Sales Coordinator to support a busy Senior Sales Executive at an established apparel import and wholesale company serving major off-price and discount retailers, including Ross Dress for Less, Burlington, TJ Maxx, Marshalls, dd's DISCOUNTS, and similar retail chains.

This position is ideal for someone who thrives in a fast-paced wholesale environment, enjoys creating structure, and can keep multiple sales activities, customer communications, orders, and deadlines organized.

The primary responsibility is to serve as the Senior Sales Executive's right hand, ensuring that every sales opportunity, buyer request, customer follow-up, and internal task is properly documented, tracked, and completed on time.

The ideal candidate is highly proficient in Microsoft Excel, experienced with CRM systems, and capable of building and maintaining organized sales tracking processes. We are looking for someone who takes initiative, anticipates needs, and follows through without constant supervision.

This is a sales support and coordination role, not a direct sales or business development position. Success will be measured by organization, accuracy, responsiveness, and the ability to keep the sales operation running efficiently.

Key Responsibilities

1. Sales Executive Support & Daily Coordination

• Provide direct administrative and operational support to a busy Senior Sales Executive managing multiple wholesale retail accounts.
• Organize daily priorities, customer requests, appointments, follow-ups, and outstanding action items.
• Maintain an organized calendar, coordinate meetings, and prepare necessary documents before buyer discussions.
• Monitor sales-related emails and ensure important requests are addressed or escalated promptly.
• Keep track of verbal instructions, meeting discussions, and pending commitments, converting them into actionable tasks.
• Proactively remind the Sales Executive of deadlines, outstanding requests, and upcoming commitments.
• Act as the central point of coordination between the Sales Executive and internal departments.

2. CRM Development & Sales Pipeline Management

• Create, implement, and maintain an organized CRM system to manage wholesale customers, buyers, opportunities, and follow-up activities.
• Build and maintain customer databases containing buyer contact information, account details, communication history, and purchasing preferences.
• Track sales opportunities from initial buyer interest through product presentations, negotiations, purchase orders, and fulfillment.
• Establish follow-up reminders and task management workflows to ensure no opportunity is overlooked.
• Maintain accurate records of customer interactions, product requests, pricing discussions, and pending decisions.
• Identify opportunities to improve CRM workflows, reporting, and overall sales organization.
• Ensure all sales information remains accurate, current, and easily accessible.

3. Wholesale Account & Buyer Coordination

• Support communications and follow-ups with major off-price retailers, including Ross, Burlington, TJ Maxx, Marshalls, dd's DISCOUNTS, and other wholesale accounts.
• Track buyer requests for product information, pricing, samples, availability, and order updates.
• Organize product presentations, line sheets, pricing sheets, and other sales materials.
• Maintain detailed records of buyer preferences, product categories, and purchasing requirements.
• Coordinate internally to obtain requested product details and communicate updates to the Sales Executive.
• Follow up on outstanding buyer requests and ensure responses are delivered within agreed timelines.
• Maintain organized records of customer purchase orders and account activity.

4. Excel Reporting & Sales Data Management

• Develop and maintain comprehensive Excel spreadsheets to track sales activities, orders, customers, inventory availability, and pending opportunities.
• Create sales dashboards, trackers, and reporting templates to improve visibility into account performance.
• Use Excel formulas, pivot tables, filters, lookups, and other functions to organize and analyze sales data.
• Prepare weekly sales activity reports highlighting open opportunities, outstanding follow-ups, and upcoming deadlines.
• Track order statuses, pricing information, delivery schedules, and customer requirements.
• Ensure sales reports and customer databases are consistently accurate and up to date.
• Identify discrepancies, missing information, or delays and bring them to the Sales Executive's attention.

5. Order Management & Internal Department Coordination

• Assist with organizing wholesale purchase orders and tracking them through the internal sales process.
• Coordinate with merchandising, production, sourcing, logistics, and accounting teams when necessary.
• Follow up internally on product availability, order confirmations, shipment updates, and delivery timelines.
• Maintain accurate documentation of order changes, customer requests, and delivery commitments.
• Ensure that important information is communicated between departments and nothing falls through the cracks.
• Escalate potential delays or unresolved issues before they affect customer relationships.

6. Process Improvement & Administrative Organization

• Develop structured workflows to improve the efficiency of the sales department.
• Create standardized templates for customer follow-ups, sales tracking, order documentation, and reporting.
• Organize digital files, customer folders, product documents, and sales records.
• Identify repetitive administrative tasks that can be streamlined or automated.
• Take ownership of outstanding tasks and follow through until completion.
• Continuously look for ways to make the Senior Sales Executive more productive and organized.

Qualifications & Requirements

Required Qualifications

• Minimum 3 years of experience in sales coordination, sales administration, executive assistance, or a similar sales support role.
• Strong proficiency in Microsoft Excel, including formulas, pivot tables, VLOOKUP/XLOOKUP, and data organization.
• Experience using, building, or maintaining CRM systems such as HubSpot, Salesforce, Zoho, Monday.com, or similar platforms.
• Excellent organizational skills and the ability to manage multiple priorities simultaneously.
• Strong written and verbal English communication skills.
• Experience coordinating customer requests, managing follow-ups, and maintaining accurate records.
• Strong attention to detail and a demonstrated ability to meet deadlines.
• Comfortable working directly with a fast-paced, busy sales executive.
• Ability to work independently, anticipate needs, and take initiative without constant direction.
• Proficiency in Microsoft Outlook, Word, and other common business productivity tools.

Preferred Qualifications

• Previous experience in apparel manufacturing, wholesale distribution, garment importing, or fashion merchandising.
• Familiarity with off-price retail customers such as Ross, Burlington, TJ Maxx, Marshalls, and dd's DISCOUNTS.
• Understanding of wholesale apparel sales processes, including line sheets, costing, buyer presentations, purchase orders, and delivery schedules.
• Experience working with importers, overseas manufacturers, or sourcing teams.
• Familiarity with apparel product categories, seasonal buying cycles, and retail buyer requirements.
• Experience developing Excel-based sales dashboards and CRM workflows from scratch.