Role Overview
The Operations Executive holds full responsibility for managing all outbound wholesale, distributor, and Amazon operations across the Low Profile group of brands (excluding China FOB orders). This role is critical to the timely and accurate fulfilment of all customer orders and acts as the central point of coordination between internal teams (buying, sales, finance), the warehouse, and external customers or partners.
The Operations Executive ensures orders are reviewed, approved, and processed correctly, stock is allocated appropriately, all required documentation is provided, and dispatch is carried out in line with customer delivery expectations. This role also handles invoicing, stock reconciliation, and customer communication, with additional responsibility for Amazon operational management and internal stock movements between wholesale and online.
Core Responsibilities
1. Wholesale & Distributor Order Management
* Serve as first point of contact for all wholesale and distributor orders (excluding China FOB).
* Review incoming orders, assess against available stock levels, and approve orders for processing.
* Input approved orders into Sage, generate order confirmations, and update the internal tracker accordingly.
* Coordinate with the warehouse via Trello, ensuring all relevant documents are provided:
* Delivery notes
* Commercial invoices
* Packing lists (where applicable)
* Pallet labels, product labels, or any other buyer-specific documentation
* Monitor Trello boards daily to track warehouse progress on picking, packing, and dispatch.
* Ensure all orders are dispatched in line with requested delivery dates and escalate delays where necessary.
* Liaise with buyers as needed to confirm dispatch readiness or collection timing.
* Confirm that dispatch is completed accurately, and all documentation is in place.
* Work closely wit the Operations Manager to help resolve any claims or noncompliance issues.
2. Stock Allocation & System Updates
* Ensure correct allocation of stock in Sage for every order.
* Update internal trackers to reflect order status, stock movement, and order values.
* Maintain up-to-date stock levels across all relevant platforms and systems, ensuring accuracy of availability.
* Move stock between wholesale and online channels as required, based on internal requests.
3. Invoicing & Payment Management
* Generate and send invoices promptly following dispatch (or in advance if pre-shipment payment terms apply).
* Chase deposit or balance payments before dispatch where required, in line with agreed customer terms.
* Collaborate with the finance team to follow up on outstanding invoices and resolve any discrepancies or payment delays.
4. Amazon Operations
* Manage all Amazon order processing across the group.
* Prepare and issue necessary documentation for Amazon orders (in line with FBA or FBM requirements).
* Liaise with the warehouse to ensure timely and compliant dispatch of Amazon orders.
* Monitor Amazon remittance and accounts receivable; follow up on any issues, claims, shortages, or disputes.
* Submit and manage claims for lost/damaged units or reconciliation issues as needed.
5. Internal Coordination & Communication
* Work closely with the operations manager to understand inbound stock, plan allocations, and support with forecasting.
* Support the internal sales team with stock availability insights for forward planning and order feasibility.
* Coordinate with the finance team to ensure invoicing and payment processes run smoothly.
* Communicate any issues or delays proactively to internal teams or buyers, offering solutions where possible.
Key Requirements
* High attention to detail, especially around stock levels, documentation, and deadlines
* Strong working knowledge of Sage, Trello, and Excel (or similar tracking tools)
* Organised and proactive, with the ability to manage multiple concurrent orders and priorities
* Clear communicator, confident in liaising with internal teams, warehouse staff, and external buyers
* Understands the end-to-end operations process from order intake through to dispatch and invoicing
* Capable of identifying issues early and taking ownership of resolutions
* Familiarity with Amazon systems and dispute processes preferred
* Solid understanding of warehouse operations and customer delivery expectations
Summary of Responsibilities
* Full management of all outbound wholesale, distributor, and Amazon orders
* Stock review, allocation, and order approvals
* Sage entry, documentation preparation, and Trello coordination with warehouse
* Dispatch tracking and buyer liaison
* Invoicing and payment follow-ups
* Stock updates across systems and channels
* Handling Amazon order fulfilment, reconciliation, and claims
* Supporting internal teams with forecasting and planning
Department: Operations
Reports to: Operations Manager
Company: Low Profile (Matchstick Monkey, Sonisk, Little Rolla, Little Hoppa, Willy & Dilly, Babocush) Updated: September 2025