Wholesale Order & Fulfillment Coordinator

The Wholesale Order & Fulfillment Coordinator is the operational backbone of the wholesale sales process at King City Gardens. This role ensures that every order the Head of Wholesale approves is entered accurately, every menu reflects real-time inventory, and every partner platform shows consistent, correct pricing and product data. This is a detail-driven, systems-focused role — not a sales role — built for someone who takes pride in accuracy, catches discrepancies before they become problems, and keeps wholesale operations running smoothly behind the scenes. This role serves as the operational eyes and ears for the Head of Wholesale, helping ensure every order shipped and every menu published is good for the Garden.

Requirements

Core Responsibilities

•       Receive menu order forms and sales orders from the Head of WholesaleEnter all orders into LeafLink following Head of Wholesale approval
•       Build and maintain product menus from LeafLink inventory and route to the Head of Wholesale for reviewMonitor and control inventory post-LeafLink entry to prevent oversells
•       Update menus on an ongoing basis to reflect current inventory and product availabilityIdentify and flag pricing discrepancies in LeafLink and across partner platforms for Head of Wholesale review and approval
•       Verify all menu data is synced correctly across partner platforms, including images, descriptions, and pricing consistencyRun standard and custom reports from LeafLink and internal systems as requested
•       Support order fulfillment operations on sales-related projects, including display unit shipments, new store setup, and education card productionEnter sales order notes and special instructions into LeafLink once orders are converted to purchase orders (POs)
•       Serve as an operational point of contact supporting the Head of Wholesale, flagging issues and surfacing information proactively

  What This Role Does Not Include

  Calling on dispensary accounts
•       Outbound sales or prospectingPricing decisions or discount authority
•       Strategic account planning

  Required Skills & Qualifications

  Advanced proficiency in Excel and Google Sheets (required)
•       Comfortable building formulas, pivot tables, and conducting data analysisComfortable working in spreadsheets and data systems on a daily basis
•       High attention to detail with product information and pricingAbility to follow documented processes consistently and accurately
•       Reliable communication skills, with a habit of proactively flagging discrepanciesFamiliarity with LeafLink preferred but not required — training will be provided
•       Prior experience in wholesale, order entry, inventory coordination, or a similar operations-support role is a plus

  Physical Requirements & Work Environment

  Primarily a desk-based, computer-intensive role requiring extended periods of sitting and screen time
•       Onsite presence required at the Cincinnati officeStandard office environment; occasional movement between office and warehouse/inventory areas as needed