Sales Operations Manager

The Sales Operations Manager is responsible for managing the global shipping and logistics of wholesale and direct-to-customer orders with the third-party warehouse in Belgium to ensure goods are received and shipped on time in line with customer specifications.

Key to the role will be your experience in planning the receipt and shipment of goods, raising proformas, invoices and delivery notes for each shipment and any additional export documentation. The position requires daily communication with the warehouse and regular communication with customers and the sales, production and finance teams.

The successful candidate will have a minimum of 5 years hands-on fashion industry experience in B2B sales operations, shipping or logistics working with a third-party warehouse ideally for a small or medium size brand. Experience managing B2C orders via Shopify will be an advantage.

This is an initial 8-month contract commencing September 2022.

The nearest tube is Oxford Circus.

Main Responsibilities:

B2B Sales Operations

Maintaining daily communication with all customers, dealing with order and shipment queries in a timely manner.
Liaising with customers and forwarders to arrange collection and dispatch of orders within the seasonal shipping window.
Processing and sending all required export documentation to customers ahead of shipments being arranged. This includes raising the invoice and delivery note per shipment via our internal system, Zedonk, to be sent to the customer. Additional export documents such as a COO, EUR1, T1 etc may be required via the customer which the warehouse will assist with obtaining.
Ensuring all orders are prepared and shipped for B2B customers within the allocated seasonal shipping window.
Maintaining regular communication between sales, production and finance as the key link between departments to ensure all are aligned and updated with all customer order-related activity.
Maintaining daily communication with the warehouse in Belgium to ensure SLA's are adhered to for all outbound/inbound shipments.
Plan and manage incoming shipments to the warehouse for the fulfilment of customer orders.
Updating the warehouse with outbound and inbound shipments and ensuring all shipping requirements and warehouse processes are accurately followed.
Handling all warehouse-related queries for incoming and outbound shipments for B2B and B2C orders.
Allocation of customer orders within Zedonk, upon receiving incoming stock from the factory and sending orders once fully allocated via the system to the warehouse to pick and pack.
Ensure that the warehouse have all the necessary information such as PO numbers, packing requirements and shipping regulations for each customer once orders are ready to be prepared for shipment.
Following up on shipping-related matters with the warehouse including any discrepancies, stock movement, etc.
Working alongside production to meet shipping deadlines as set out in the seasonal critical path and to anticipate any delays that may affect customer shipments.
Management of all customer returns to include defective items which are to be reviewed internally with production and an efficient solution provided to the customer. The customer is provided with a form to complete which is then logged on an internal Excel formatted tracker.
Raising balance proformas and invoices for payment via Zedonk, to be sent to the customer, ensuring all relevant persons within finance are aware of payments pending.
Reconciliation of all payments received and outstanding invoices via regular weekly updates with the finance department.
Updating and working with the sales and finance team on credit issues with customers and supporting this process.
Reconciliation of all B2B and B2C related invoices from the warehouse.
Processing any PR related shipments for the marketing department.
Maintaining regular communication with the Sales team on all order and shipping related matters.

B2C Sales Management

Processing all digital orders via Shopify. This will involve downloading the orders received daily and inserting the order information (product, customer shipping address, etc) into an Excel formatted order template provided by the warehouse who will then pick and pack the orders accordingly. Following this, tracking for each order is to be provided to the customer.
Returns to be actioned according to company policy, working alongside the warehouse to notify them of any incoming returns which need to be processed.
Responding to and dealing with all customer care queries within a timely manner to include shipping information, returns, defective items and general queries.

Essential Skills:

Sales Operations / Shipping or Logistics Manager with a minimum of 5 years of hands-on fashion industry experience in B2B sales operations, shipping and logistics working with a third-party warehouse.
Experience managing B2C customer orders via Shopify will be an advantage.
Current knowledge of export documentation and codes.
Experience in the A-Z of shipping and logistics for global fashion wholesale orders.
Exceptional organisation skills with excellent attention to detail and accuracy.
Excellent time management with the ability to multi-task, delegate and prioritise.
Proven track record in successfully managing order shipments and returns.
Excellent written and verbal communication skills.
Positive, committed and diligent team player.
Excellent problem-solving skills.
Software proficiency in Zedonk and MS Office