Work With Us

Title: Sales Operations Coordinator

Location: Encinitas, CA

Us:

At COOLA we live, work, and thrive under the Southern California Sun and are as passionate about you enjoying a healthy, fun lifestyle filled with vibrant moments as we are about protecting your skin. Our formulas are packed with everything you want and nothing you don't. We prioritize using plant-based, antioxidant-rich ingredients without any of the bad stuff––for a healthier SPF you (and your skin) can trust.

Summary:

An experienced, well-organized Coordinator provides day-to-day coordination across the sales team, retail customers, Sales Reps, and internal stakeholders. This individual serves as a key point of contact and owns the order-to-cash collection process for their priority sales channel. Order auditing, processing, and fulfillment, in collaboration with the Operations team and warehouse partner, are critical responsibilities of the role. The Coordinator plays an important role in ensuring that products are accurately set up and maintained in customer systems, that orders are accurately processed and managed to achieve on-time, in-full delivery to our retail partners, and that customers receive a seamless end-to-end experience with COOLA.

Key Functions/Responsibilities:

• Coordinate day-to-day sales operations for the Specialty channel as the primary area of responsibility, with occasional support and cross-coverage for Key Account/Mass, Etail, and International channels.
• Manage the order lifecycle from entry through fulfillment, ensuring orders are processed accurately and promptly.
• Facilitate new account setup and onboarding, including customer and item information, required documentation, and retailer-specific requirements.
• Manage retailer portals and account maintenance activities, including item setup, samples, displays, promotions, pricing, and other customer requirements.
• Serve as a point of contact for sales-related customer inquiries, including order updates, revisions, returns, and issue resolution.
• Document and communicate product damages, quality concerns, and other customer issues, coordinating with the appropriate internal teams for resolution and follow-up.
• Partner closely with Operations and the 3PL to coordinate shipping, inventory, returns, and other fulfillment-related needs.
• Collaborate with Accounts Receivable to resolve credit holds, credit card declines, and other account-related payment issues that may impact pending orders.
• Maintain accurate sales resources and product information, including product lists, pricing, specifications, UPCs, and other selling materials.
• Communicate with sales teams and retail customers regarding order delays, allocations, product availability, and other changes that may impact the customer experience.
• Coordinate promotional activities, sales materials, and trade show logistics for Sales Leaders and the Rep Team.
• Cross-train across sales channels to provide team coverage and accommodate evolving business needs.

Job Requirements & Compensation:

• Demonstrated experience in Sales Operations, Customer Care, Relationship Management, or equivalent; typically gained through formal education, training, or equivalent professional experience.
• Minimum of 1 year of relevant experience as noted above
• Experience in sales coordination, sales administration, customer operations, or a related role preferred.
• Strong organizational and time-management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and a commitment to accuracy, particularly when managing orders, customer information, and product data.
• Excellent verbal and written communication skills, with the ability to work effectively with customers, Sales Reps, and cross-functional teams.
• Strong problem-solving skills and the ability to identify issues, determine next steps, and follow through to resolution.
• Proficiency in Microsoft Office, particularly Excel; experience with NetSuite or other ERP systems is a plus.
• Customer-focused and service-oriented, with a strong sense of ownership and follow-through.
• Collaborative team player who is adaptable and willing to support evolving business needs.
• Full Time, On-site
• $30-$40/hr is the anticipated salary range for this position. It represents a portion of the overall package, and includes flexibility based on the candidate's qualifications.

Other duties, responsibilities and activities may change or be assigned at any time with or without notice as assigned by the Manager. The job description does not constitute a contract of employment and the position remains at-will.

To Apply:

Please submit resume and cover letter to tess.moore@coola.com.

Disclaimer: If you are selected to move forward in the interview process with COOLA, all official communication will come from a @coola.com email address. Any outreach from a different domain should be considered fraudulent. Be aware of phishing emails/text messages. COOLA will never text or WhatsApp you about your candidacy or ask for personal, confidential information beyond what’s typically required for a job application.