Custom Apparel & Retail/Wholesale Sales Coordinator

Custom Apparel Responsibilities

Order Organization & Production Support

• Prioritize and organize Custom Apparel jobs in the shared Custom Google Sheet based on deadlines and production requirements.
• Receive, count, sort, and organize blank apparel for print shop processing.
• Prepare and organize custom orders for the print shop.
• Pull orders as needed from both warehouses and organize them for print shop production.
• Pull replacement orders for print shops as needed.
• Monitor Slack and respond to Custom Apparel-related communications as appropriate.
• Assist the Custom Apparel Coordinator and Manager with daily workflow and order organization.

Production & Quality Control

• Attach neck labels to blank garments prior to printing.
• Apply logos using the heat press as required.
• Verify that products scheduled for heat pressing or print shop production have the correct:
• • Product and color
  • Artwork
  • Quantities
• Inspect and examine custom orders returning from the print shop before shipping or handing off to the customer.
• Identify discrepancies, production concerns, quality issues, or order inaccuracies and communicate them promptly to the Custom Apparel Coordinator or Manager.
• Help maintain a clean, organized, and efficient production area.
• Follow established production and quality-control standards to ensure custom orders are completed accurately.

Retail/Wholesale Sales Operations Responsibilities

Order Management & Data Entry

• Enter, update, and maintain accurate retail and wholesale customer, product, pricing, inventory, and order information across multiple systems.
• Process and maintain wholesale purchase orders, sales orders, customer records, and related documentation.
• Review incoming orders and data for completeness and accuracy, including pricing, SKU, quantity, and delivery information.
• Identify and resolve data discrepancies, duplicate records, missing information, and system inconsistencies.
• Maintain accurate product and SKU information, including style numbers, colors, sizes, pricing, availability, and status.
• Monitor open sales orders to ensure order information remains current and accurate.
• Track backordered sales orders and individual backordered items through replenishment and fulfillment.
• Maintain accurate expected receipt dates and communicate changes as necessary.
• Maintain visibility into outstanding orders and ensure appropriate follow-up occurs until orders are fulfilled, canceled, or otherwise resolved.

Customer Service & Order Support

• Provide professional and responsive customer service related to order status, product availability, delivery expectations, backorders, and order changes.
• Respond to customer inquiries regarding open orders using current system and inventory information.
• Communicate order delays, backorders, expected receipt dates, substitutions, cancellations, and other order changes to customers as appropriate.
• Maintain ownership of customer order inquiries through resolution or appropriate handoff.
• Escalate complex or unresolved customer issues to the appropriate Sales, Operations, or Management team member.
• Document relevant customer communications and order resolutions within the appropriate systems.

Account & System Maintenance

• Support the setup and maintenance of wholesale accounts, including customer information, pricing structures, shipping details, and account requirements.
• Assist with EDI, drop-ship, marketplace, and other related data requirements as needed.
• Follow established procedures and data-entry standards to maintain consistency and accuracy across platforms.
• Maintain accurate information across ERP, wholesale, e-commerce, EDI, and other related systems.

Cross-Functional & Operational Support

• Coordinate with Sales, Product, Inventory, Operations, Finance, and Customer Service to resolve data and order issues.
• Assist with recurring reports, spreadsheets, data audits, and other administrative tasks supporting the Retail/Wholesale department.
• Monitor assigned queues and workflows to ensure tasks are completed within established service-level expectations.
• Escalate recurring or significant data issues that may impact customer orders, inventory, revenue, or fulfillment.
• Identify repetitive errors, inefficiencies, or opportunities to improve data accuracy and workflow.
• Provide support across both functional areas as business priorities and workload require.

Success in This Role

Success in this position is measured by accuracy, timeliness, organization, responsiveness, quality, and follow-through across both areas of responsibility.

The successful candidate will:

• Maintain a high level of accuracy in both production and system-based work.
• Effectively prioritize competing deadlines between Custom Apparel and Retail/Wholesale responsibilities.
• Take ownership of assigned orders, tasks, and customer inquiries through completion.
• Proactively identify discrepancies, errors, and potential issues before they impact customers or production.
• Communicate clearly and professionally with customers, coworkers, management, and cross-functional teams.
• Maintain organized workflows and accurate information across both physical and digital work environments.
• Transition efficiently between hands-on Custom Apparel responsibilities and administrative/data-entry responsibilities.
• Follow established processes while recognizing when an issue requires escalation.
• Maintain consistent attendance and availability during scheduled in-office hours.

Core Skills & Qualifications

• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and competing deadlines.
• Strong written and verbal communication skills.
• Strong customer service skills.
• Ability to manage repetitive, high-volume administrative tasks while maintaining accuracy.
• Ability to work effectively in a hands-on production environment.
• Ability to follow detailed instructions and established processes.
• Strong problem-solving and critical-thinking skills.
• Ability to identify discrepancies and take appropriate action.
• Ability to work independently while also collaborating effectively with a team.
• Ability to transition between administrative, customer-service, and hands-on production responsibilities.
• Proficiency with Microsoft Excel or Google Sheets.
• Ability to learn and navigate multiple software platforms and systems.
• Strong organizational skills and ability to maintain an efficient workflow.
• Commitment to quality control and established production standards.
• Previous experience in data entry, customer service, sales operations, order management, retail, wholesale, e-commerce, administrative support, production, or apparel is preferred.
• Experience with ERP, CRM, EDI, wholesale, e-commerce, or order-management platforms is a plus.
• Experience with apparel production, heat pressing, print shop operations, or custom apparel is a plus.

General Information