Wholesale Operations & Account Manager

Job Description

Job Description

Toadfish | Charleston, SC

Position Type: Full-Time | In-Office

Position Overview

Toadfish is seeking a highly organized, detail-oriented, and proactive Wholesale Operations & Account Manager to support our wholesale business. This full-time, in-office position based in Charleston, SC, is responsible for coordinating daily wholesale operations, supporting retailer accounts, overseeing order management, and assisting with accounts receivable.

The ideal candidate is a strong communicator and problem-solver who can manage multiple priorities while working closely with our sales team, warehouse, accounting department, and wholesale partners to ensure efficient operations and excellent customer service.

Key Responsibilities

Wholesale Account Management & Customer Service

• Provide operational and administrative support to wholesale accounts and sales representatives, addressing inquiries related to order status, shipping, billing, paperwork, and credit.
• Assist with onboarding new wholesale accounts, including account setup and required documentation.
• Investigate and resolve order discrepancies, billing errors, payment issues, and other account-related concerns.
• Coordinate warranty claims and replacement orders for defective products.

Order Processing & Fulfillment

• Review and manage wholesale orders through BlueCherry and NuORDER.
• Monitor open orders, backorders, and fulfillment status to ensure accurate and timely shipments.
• Coordinate with warehouse and shipping teams to resolve order discrepancies and fulfillment issues.
• Maintain accurate customer records, purchase orders, and sales order information.
• Review orders on credit hold and coordinate with accounting to resolve outstanding issues.

Accounts Receivable & Payment Coordination

• Monitor accounts receivable, follow up on outstanding balances, and communicate with customers regarding invoices, statements, and payment terms.
• Coordinate credit card payments, account adjustments, and resolution of billing or payment discrepancies with the accounting department.
• Maintain organized financial records and assist with accounts receivable reporting.
• Monitor incoming mail, including the company P.O. Box and office mailbox, to ensure timely processing and distribution of payments and correspondence.

Wholesale Marketing & Administrative Support

• Create and coordinate wholesale email marketing campaigns highlighting new products, restocks, and seasonal promotions using Canva and Omnisend.
• Support the sales team with customer communications, product information, and order-related requests.
• Maintain organized customer records, reports, and operational documentation.
• Collaborate across departments to resolve operational challenges and support day-to-day wholesale activities.

Qualifications

• Previous experience in wholesale operations, account management, customer service, or a related field preferred.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace, particularly Google Sheets, including basic spreadsheet functions, formulas, and data organization.
• Comfortable working with order management systems and digital business platforms; experience with BlueCherry, NuORDER, Shopify, Omnisend, or Canva is a plus.
• Basic understanding of invoicing, accounts receivable, and payment processing preferred.
• Strong problem-solving skills and ability to work independently and collaboratively.

Ideal Candidate

We're looking for a proactive, dependable team player who enjoys problem-solving, staying organized, and supporting both customers and internal teams. The ideal candidate can balance customer-facing responsibilities with daily operational tasks while helping keep our wholesale business running smoothly.