Order Coordinator

ORDER COORDINATOR

APPARATUS is a New York-based designer and manufacturer of a distinctive catalog of high-end, high-touch lighting, furniture and objects. We produce both in-house and with the support of high-quality external partners; our catalog is sold globally.

This role manages incoming wholesale orders and inquiries and  serves as the order administrator for the New York sales team. The Order Coordinator processes wholesale orders, quotes, and payments from entry through fulfillment while maintaining accurate records and clear, on-brand communication with trade partners, clients, and colleagues.

RESPONSIBILITIES

• Wholesale Order Management and Processing
• Operates as the primary day-to-day contact for all Wholesale partners.
• Processes incoming wholesale orders, ensuring accuracy of specifications, pricing, and terms.
• Monitors order status through to payment and fulfillment.
• Maintains accurate order records in Salesforce, tracking order status from entry through delivery.
• Coordinates with production and shipping to confirm timelines and communicate updates to clients.
• Client Communication and Sales Coordination
• Serves as a key point of contact for trade and client inquiries, routing sales opportunities to the appropriate Sales team member.
• Partners with the New York Sales team on account and order management, including CRM, reporting, order confirmations, and balance payments.
• Monitors active orders, identifying outstanding actions or potential delays for Sales team follow-up.
• Prepares sales materials and documentation for client and trade meetings.
• Ensures client communication is timely, accurate, and consistent with APPARATUS standards.
• Gallery Operations and Brand Standards
• Partners with the Sales team to uphold client experience and visual standards within the gallery.
• Supports the execution of gallery events and client engagement initiatives, with a focus on continued community building.
• Ensures implementation and upkeep of headquarters policies and procedures.

QUALIFICATIONS

• Bachelor's degree or equivalent experience.
• Minimum 3 years of experience in sales support, order administration, or account management, ideally within a wholesale or trade environment.
• Prior experience processing orders, invoices, and payments in a fast-paced, detail-oriented setting.
• Proven ability in a high-paced environment that values consistency, efficiency, and excellence.
• Experience in a business that requires a team to execute the common vision, understands the value of the individual and the team.
• Knowledge and interest in contemporary design.
• SKILLS
• Excellent verbal and written communications skills.
• Excellent time-management skills, to work under pressure and deliver projects under tight deadlines.
• Detail-oriented, with exceptional accuracy in order and payment processing.
• Strong organizational skills and comfort managing multiple concurrent orders.
• Proficiency with CRM and order management systems; Salesforce experience a plus.
• Curious and resourceful approach to learning.
• A consistently positive attitude displayed both as an individual and within a collaborative team of peers and management.
• Comfortable stepping outside regular duties as needed to adapt quickly to changing plans and priorities in an ever-evolving environment.
• Strong aesthetic and presentation skills, with a keen eye for detail.
• WORK SCHEDULE
• Full-time in-person hours: Monday–Friday, generally 10:00AM–6:00PM
• Longer hours and weekend availability as needed
• PERFORMANCE REVIEW AND CHECK-INS SCHEDULE
• Regular check-ins.
• Annual performance review.
• Salary from $70,000 including commission

This is a full-time position with competitive compensation and benefits. We are an Equal Opportunity Employer. Position is based in our New York studio. Must be legally authorized to work in the U.S. without sponsorship.