Sales Operations Coordinator

SALES OPERATIONS COORDINATOR - JOB DESCRIPTION

Department: Sales / Sales Operations | Reports To: VP of Sales | Position Type: Full-Time

POSITION SUMMARY

The Sales Operations Coordinator supports the day-to-day execution of wholesale sales operations by coordinating communication, purchase orders, product development information, samples, meetings, and cross-functional workflows.

This role serves as an important connection point between external buyers and internal teams, including Sales, Design, Production, and Leadership. The Sales Operations Coordinator is responsible for ensuring that information is accurate, organized, communicated clearly, and followed through from initial product development and buyer requests through purchase order execution.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple programs and priorities simultaneously in a fast-paced apparel environment.

KEY RESPONSIBILITIES

Buyer and Sales Coordination

• Communicate directly with buyers regarding product inquiries, program updates, samples, purchase orders, and other sales-related needs.
• Serve as a central point of coordination between buyers, Sales, Design, Production, and other internal departments.
• Maintain consistent follow-up with buyers and internal stakeholders to ensure questions are resolved and next steps are clearly communicated.
• Track outstanding requests, deliverables, approvals, and deadlines.
• Support the ongoing management and execution of licensed apparel programs.

Sales and Product Development Support

• Partner with Design and Production teams to coordinate new buys, product development, CADs, SCRFs, and related program information.
• Ensure product and program details are communicated accurately across departments.
• Coordinate requested product samples for buyers, leagues, and other business partners.
• Track sample requests and follow through to ensure materials are prepared and delivered within required timelines.
• Assist in maintaining accurate records of product assortments, programs, and requirements.

Purchase Order and System Management

• Review purchase orders to confirm they are entered accurately and completely.
• Ensure purchase order information is aligned between internal systems and buyer portals.
• Identify discrepancies and work with the appropriate teams to resolve issues promptly.
• Maintain organized records of purchase orders, program details, and supporting documentation.
• Help improve visibility and consistency of information across shared systems and reporting tools.

Meeting Preparation and Coordination

• Prepare for buyer, sales, and internal meetings by organizing all necessary samples, CADs, reports, and supporting materials.
• Independently coordinate meeting setup, including sample racks, product presentations, visual materials, and agendas.
• Confirm that required materials are complete and organized in advance of meetings.
• Document and communicate follow-up items and next steps resulting from meetings.

QUALIFICATIONS AND CORE COMPETENCIES

• Strong organizational skills with exceptional attention to detail.
• Ability to manage a high volume of product and program information accurately.
• Strong written and verbal communication skills.
• Ability to communicate professionally with external buyers and internal leadership.
• Ability to coordinate effectively across Sales, Design, Production, and other departments.
• Strong follow-through and ability to proactively identify outstanding action items.
• Ability to prioritize multiple deadlines in a fast-paced environment.
• Comfortable working with purchase orders, buyer portals, reports, product information, and shared tracking systems.
• Ability to understand detailed product programs and communicate information clearly across teams.
• Self-motivated with the ability to work independently while maintaining strong cross-functional relationships.
• Willingness to learn and adopt new systems and workflow tools.

OPERATIONAL AND ORGANIZATIONAL EXPECTATIONS

The Sales Operations Coordinator is expected to help improve the organization and visibility of information by:

• Maintaining clear and standardized documentation.
• Utilizing tools such as Microsoft Planner, shared templates, trackers, and standardized reporting formats.
• Creating consistent processes for tracking buyer requests, program details, samples, purchase orders, and next steps.
• Reducing duplicated work by ensuring information is maintained in centralized and accessible locations.
• Providing timely updates to Sales, Design, Production, and Leadership regarding activity and outstanding items.

PERFORMANCE EXPECTATIONS

Success in this role will be demonstrated through:

• Accuracy and consistency in purchase orders, CADs, samples, reports, and program information.
• Timely and professional communication with buyers and internal teams.
• Strong preparation and organization for buyer and sales meetings.
• Consistent follow-through on open items and deadlines.
• Increased ownership of assigned responsibilities and categories.
• Effective use of workflow and organizational tools.
• Ability to independently manage increasingly complex responsibilities.
• Continued development of operational knowledge and confidence in cross-functional communication.

GROWTH PATH

This position is designed to develop into a more senior, operations-driven sales support role. As experience and performance continue to grow, the Sales Operations Coordinator will be expected to take increased ownership of assigned categories, buyer communication, program management, operational workflows, and meeting readiness.

The long-term objective is for the role to progress from primarily coordinating sales activities to independently managing larger portions of sales operations while serving as a dependable operational partner to Sales Leadership.