Senior Sales Assistant

Ana Luisa is a Brooklyn-based e-commerce jewelry brand with a simple, but clearcut idea that high quality jewelry shouldn't cost the planet. We believe that how we create our pieces matters just as much as why people wear them and that luxury shouldn't be defined so narrowly and designed for so few. We design, craft and deliver exceptional everyday pieces for everyone, priced fairly and produced ethically to create a positive impact for both people and the planet.

Title: Senior Sales Assistant Department: Wholesale Reports to: VP of Wholesale Works closely with: Wholesale Support Manager and Director of Sales Travel: 6–8 trade shows and markets per year. Must be located in Eastern or Central Timezone About the Role The Senior Sales Assistant is the operational backbone of our wholesale business and a trusted partner to our retail accounts. Reporting to the VP of Wholesale and partnering with the Director of Sales, you will own order accuracy, account service, product data, sample and showroom logistics, and market readiness, while also driving process improvements and supporting the growth of our wholesale accounts. You will act as the day-to-day point of contact for buyers, manage a portfolio of assigned accounts with a high degree of independence, and collaborate with Production, Operations, Merchandising, and Sales. You will also be expected to set standards, train and support teammates, and escalate and resolve issues before they reach the buyer.

Key Responsibilities

Account Management & Buyer Partnership

• Serve as the primary operational contact for an assigned portfolio of wholesale accounts, proactively communicating order status, availability, payments, shipping updates, and required documents.
• Build strong relationships with buyers and anticipate their needs ahead of key selling windows and seasonal launches.
• Partner with the VP of Wholesale and the Wholesale Support Manager on account strategy, identifying reorder opportunities, assortment gaps, and growth potential.
• Handle shipping extensions, reorders, returns, exchanges, and account escalations, and resolve issues with minimal oversight.

Order Management & EDI

• Own the full order lifecycle, from order placeholders through EDI transmission, ensuring SKUs, pricing, and quantities are accurate in purchase orders and sales orders.
• Send order confirmations to accounts before EDI transmission to validate details and keep orders on schedule.
• Review EDI orders for accuracy, manage transmission approvals, and lead follow-up and issue resolution.
• Track open POs from receipt through delivery, monitor shipments, and follow up on outstanding or delayed orders, flagging risks to leadership early.
• Maintain the Master Data and audit order data regularly to protect accuracy across systems.

Inventory, ATS & Sales Reporting

• Track and regularly update inventory and available-to-sell (ATS) positions, partnering with Production, Operations, and Merchandising to align availability with demand.
• Pull weekly selling data from key retailers, analyze trends, and review findings and opportunities with the VP of Sales.
• Build and maintain reports and dashboards (Excel and related tools) that translate sales results and KPIs into clear recommendations.

Product & Collection Management

• Own product listings in Shopify and MarketTime end to end: creating, updating, and maintaining them.
• Build and manage collections on both platforms so assortments stay accurate, current, and aligned with seasonal launches.
• Generate product and collection barcodes for new assortments and maintain product data integrity across platforms.
• Document and improve product setup processes so launches run on time and error-free.

Samples & Showroom

• Oversee the organization and shipment of samples to buyers, including showroom and top-of-production (TOP) samples for wholesale accounts.
• Maintain a complete log of all samples sent and returned, and ensure timely follow-up and recovery.

Markets & Trade Shows

• Play a leading role in preparation, on-site execution, and follow-up for 6–8 trade shows and markets per year.
• Coordinate line sheets, samples, order writing, and logistics, and ensure leads and orders captured at market are processed promptly.

Account Development & CRM

• Conduct outreach to prospective wholesale accounts and support the pipeline from first contact through onboarding.
• Keep internal CRM boards current so customer and lead records reflect the latest internal and external decisions.
• Support the Wholesale Support Manager across all business functions for assigned accounts, and lead special projects as assigned.

Leadership, Process & Collaboration

• Act as a subject matter expert on wholesale order processes, EDI, and platforms
• Identify gaps and recommend and implement process improvements that increase accuracy, speed, and buyer satisfaction.
• Serve as a cross-functional partner to Production, Operations, Merchandising, and Sales, keeping teams aligned on timelines and priorities.

What You Bring

• 4–6 years of experience in wholesale, sales support, retail operations, or order management, ideally in jewelry, accessories, or fashion.
• Advanced working knowledge of EDI and the wholesale order lifecycle.
• Strong analytical skills: comfort reading sales results and KPIs, with advanced Excel skills.
• Experience with Shopify, MarketTime, and NuORDER is a plus.
• Proven ability to manage buyer relationships and resolve escalations independently.
• Excellent written and verbal communication with buyers and internal teams.
• Highly organized and detail-oriented, able to juggle multiple projects and deadlines.
• Proactive when planning ahead, responsive when things change, and collaborative by default.
• Experience mentoring or training teammates is preferred.
• Ability to travel to 6–8 trade shows per year.