Wholesale Operations Specialist

Job Summary:

The Wholesale Operations Specialist plays a vital role in the daily execution and oversight of wholesale operations. Reporting to the Wholesale Operations  Manager, this position collaborates closely with the Wholesale Operations Coordinator and Accounts Receivable Specialist to support and maintain high standards across sales, production, logistics, and accounts receivable functions. The Wholesale Operations Specialist ensures the smooth operation of ERP systems (FlexiBake), customer service processes, and third-party vendor interactions, contributing to the growth and efficiency of the wholesale program.

Key Responsibilities:

Sales & Order Management:

• Enter and update customer orders in the ERP system (Flexibake).

• Prepare and distribute next-day production sheets for internal departments (Bakers, Packers, Drivers and Commissary Kitchen).

• Assist with setup of sample orders and tastings.

Production Oversight:

• Verify accuracy of production sheets provided to each department.

• Monitor and report any baking or production issues to the Wholesale Operations Manager.

• Maintain up-to-date information on all bread and packaged products (ingredients, weights, expiration dates).

• Conduct quality assurance checks on packaged products.

Logistics & Delivery Coordination:

• Assist in planning driver routes and delivery stops.

• Perform end-of-day reviews of delivery routes; make necessary adjustments based on order changes.

• Troubleshoot delivery issues (e.g., delays, missing orders) in conjunction with the Wholesale Manager.

Accounts & Customer Information Management:

• Ensure customer account details are accurate and current (billing/shipping addresses, emails, delivery notes).

• Support the maintenance of online ordering systems.

• Help manage customer communications regarding accounts and deliveries.

Accounts Receivable Support:

• Coordinate with the Accounts Coordinator to identify and report account discrepancies (e.g., skipped invoices, credits).

• Process credit card payments and apply payments to customer accounts.

• Send weekly statements to customers.

• Maintain and transmit EDI files for Sweetgreen and other wholesale partners.

Inventory & Supply Coordination:

• Conduct weekly inventory checks for office and packing team supplies.

• Assist the Wholesale Operations  Manager in sourcing and managing inventory for third-party vendors (e.g., Goldbelly, FreshDirect).

Reporting & Communication:

• Draft and send daily sales reports and recaps as necessary.

• Communicate effectively across departments to ensure transparency and follow-through on wholesale orders.

Requirements:

• 2+ years of office or operations experience.

• Strong knowledge of or willingness to learn about wholesale bread production, logistics, and retail bakery operations.

• Excellent written and verbal communication skills.

• Outgoing, approachable, and collaborative personality.

• High attention to detail with strong follow-through and organizational skills.

• Proficiency in Microsoft Office

• Working knowledge of FlexiBake, or previous experience with ERP systems, is preferred.