Wholesale Operations & Product Data Coordinator

Objective 

This role serves as the backbone of wholesale operations—owning the master product file, supporting wholesale execution, and driving organization across product, samples, and packaging workflows. 

This person ensures that what we sell is clearly communicated, supported, and executed across teams, customers, and vendors. 

Role Overview 

The Wholesale Operations & Product Data Coordinator is responsible for managing the master product file and supporting all back-of-house wholesale processes. This role sits at the intersection of Product Development, Wholesale, Inventory, and Operations—ensuring that product information, samples, and selling tools flow cleanly from concept to customer. 

This is a highly detail-oriented, execution-driven role that enables the broader team to move faster and more efficiently. 

Key Responsibilities 

Master File Ownership (Single Source of Truth) 

• Own and maintain the master product file across both Hammond’s and Lolli & Pops  

• Ensure all product data is up-to-date and aligned across:  

• Cost (COGS)  

• Wholesale pricing  

• MSRP  

• Item specs (weights, dimensions, pack sizes, etc.)  

• Partner with Finance and Leadership to ensure pricing updates are reflected and communicated correctly  

• Track version control and maintain historical changes where needed  

Wholesale Back-of-House Support 

• Support Wholesale and Inside Sales with:  

• Product information  

• Item availability and specs  

• Pricing confirmations  

• Assist in preparing and maintaining:  

• Sell sheets  

• Product lists  

• Order forms  

• Ensure all materials reflect the most current and accurate information  

Sample Request Tracking & Fulfillment 

• Own and manage a centralized sample request tracker across all wholesale and internal requests  

• Coordinate sample pulls, builds, and shipments with:  

• Warehouse  

• Factory team (Operations and Quality) 

• Product Development  

• Ensure samples are shipped accurately and on time for:  

• Customer meetings  

• Trade shows (ECRM, Sweets & Snacks, etc.)  

• Internal reviews and approvals  

• Track sample inventory and flag low stock or replenishment needs  

• Provide visibility to Sales and Leadership on sample status and timelines  

Packaging Mockups & Selling Tools 

• Coordinate packaging mockups for new product development and customer presentations  

• Partner with:  

• Graphic Designer 

• Product Development  

• Quality 

• Vendors/printers  

• Track status of:  

• Dielines  

• Artwork  

• Mockup samples  

• Ensure mockups are ready for:  

• Sales presentations  

• Customer pitches  

• Internal approvals  

• Maintain an organized library of packaging assets and mockups  

Cross-Functional Coordination 

• Act as the connector between:  

• Product Development  

• Wholesale / Sales  

• Inventory Planning  

• Operations / Production /Quality 

• Ensure all teams are working from aligned product information and timelines  

• Flag inconsistencies, gaps, or risks proactively  

Vendor & Product Documentation 

• Maintain organized records of:  

• Specs  

• Certifications  

• Ingredient and compliance documentation  

• Ensure documentation is complete to support product readiness and selling  

• Support onboarding of new items and vendors from a documentation standpoint  

Process & Organization 

• Build and improve workflows for:  

• Sample tracking  

• Packaging mockups  

• Product communication  

• Help implement and maintain tools (SharePoint or equivalent) for visibility and tracking  

• Identify opportunities to streamline and reduce manual errors  

What Success Looks Like 

• Master file is clean, organized, and trusted across teams  

• Sample requests are fulfilled quickly and accurately with clear visibility  

• Packaging mockups are delivered on time for key sales moments  

• Wholesale team has consistent, reliable product information  

• Fewer fire drills due to missing information or miscommunication  

• Clear visibility across teams on product status and readiness  

Qualifications 

• 2–4+ years experience in merchandising, product operations, wholesale support, or similar role  

• Strong attention to detail and organizational skills  

• Experience working with product data and spreadsheets  

• Ability to manage multiple projects and deadlines at once  

• Strong cross-functional communication skills  

• Comfortable working in a fast-moving, evolving environment  

Preferred Experience 

• CPG, food & beverage, or retail environment  

• Experience supporting wholesale or B2B sales teams  

Leadership & Growth Opportunity 

This role is designed to grow into a more senior operations or merchandising support position over time. The individual will gain deep exposure to product development, pricing strategy, and cross-functional execution across both wholesale and retail businesses.