Wholesale Sales Admin

The Wholesale Admin provides day-to-day administrative and operational support to the Wholesale team. This role is critical in maintaining accuracy in data, order entry and seamless operational flows. They will facilitate clear and effective communication between vendors, team members, and retail partners to support smooth business operations. By maintaining high standards of organization and attention to detail, it helps strengthen partner relationships, maximize sales opportunities, and contribute directly to the brand’s growth in the wholesale space.
Organizational Contribution & InfluenceThis role requires collaboration with internal teams across merchandising, planning, production, finance and logistics to ensure seamless order execution and customer satisfaction. Support business growth by ensuring the accuracy of order details, timeliness of product, communication and exceptional customer service, while contributing to cross-functional efficiency and commercial success.
Key ResponsibilitiesThis role involves generating and processing supplier purchase orders, as well as updatingand maintaining accurate and up–to-date account information in account summaries. Itensures that all orders, product information and pricing are accurately reflected in both ordersummaries and tracking reports. This position is also responsible for tracking and executingsample requests ensuring timely delivery of samples to accounts within expected timeframesand promptly notifying the Wholesale Coordinator of any delays. Additionally, the rolesupports various administrative and operational tasks to facilitate smooth partner onboardingand successful product launches, while also providing general administrative support to thewholesale team, including management and meeting preparation.
Major Components★ Supports Wholesale Manager in receiving and processing of all customer orders★ Manage sample requests and tracking ensuring samples are submitted to customersin the allotted timeframe★ Manage file organization (line sheets, order forms, invoice copies, shippingdocuments)★ Help upload product imagery, pricing, and product details under direction from thewholesale manager and wholesale coordinator★ Maintain shared team folders and ensure documentation is up to date★ Schedule meetings, prepare agendas, and take meeting notes when needed
Capabilities & Experience[1+] years of experience in Wholesale administration★ Detail-oriented with a high level accuracy in data entry★ Exceptional organizational and time management skills★ Strong verbal and written communication★ Ability to manage multiple projects, spreadsheets and databases.★ Apply strong problem-solving skills to resolve order discrepancies and client concerns★ Understanding of product life cycle (seasonal calendar, market dates, etc.)★ Collaborates effectively with internal and external stakeholders★ Proficient in excel, Google Suite, and sales platforms a plus!
Qualities & Attributes★ Role model core values and take action to create, nurture and protect the PrincessPolly culture★ Champion organizational culture ensuring behaviours are aligned with our core values
Key Collaboration Points★ Engage with Wholesale Coordinator and Wholesale Manager to establish andmaintain Wholesale Strategy and Goals★ Work with internal cross functional partners to ensure the timely fulfillment of orders★ Collaborate closely with merchandise, production, planning, and finance teams
Salary banding: 60-65k