Wholesale Accounts & Sales Coordinator

ABOUT PUFF HERBALS

Puff Herbals is a growing U.S.-based herbal wellness brand creating thoughtfully formulated herbal cigarettes and smoking blends. Our products are completely tobacco-free, cannabis-free, and additive-free.

We sell directly to customers through our ecommerce store, Amazon, and through independent retailers across the United States.

We are looking for a proactive, detail-oriented Wholesale Sales & Retail Account Coordinator to help us support existing wholesale accounts, identify aligned retailers, conduct thoughtful sales outreach, and grow our wholesale business.

IMPORTANT: PLEASE READ BEFORE APPLYING

This is a sales and wholesale growth role. It is not a general virtual assistant, customer service, or basic admin position.

Please only apply if you have at least 1 year of relevant experience in one or more of the following areas:

- B2B sales
- Wholesale account management
- Retail account support
- Sales outreach or business development
- Retail buying or merchandising
- Ecommerce operations for a physical product brand
- Sales operations for a consumer product, CPG, wellness, beauty, food/beverage, lifestyle, gift, fashion, herbal, smoke shop, or similar physical-product category

Experience with physical products is required. Experience with CPG, wellness, beauty, food/beverage, lifestyle, gift, herbal products, smoking accessories, independent retail, apothecaries, boutiques, or smoke shops is strongly preferred.

Attention to detail is extremely important in this role. You may be working with retailer-facing emails, order information, product details, pricing, SKUs, barcodes/UPCs, line sheets, catalogs, samples, and follow-ups. Small errors, missing details, broken links, or extra back-and-forth can create friction and cost sales.

ABOUT THE ROLE

This role combines wholesale account support, retailer research, sales outreach, order coordination, pipeline management, and wholesale materials support.

You will communicate with current and prospective retailers, help manage wholesale orders and reorders, identify aligned stores, conduct thoughtful outreach, coordinate samples, and maintain organized records of wholesale activity.

You will also help create and maintain a central retailer database so current accounts, prospective accounts, conversations, samples, orders, follow-ups, and next steps can be viewed at a glance.

This is not a high-pressure cold-calling position. We are looking for someone who understands relationship-based sales, communicates warmly and professionally, identifies strong-fit leads, and follows up consistently.

You will work directly with the founder and receive training on Puff Herbals’ products, brand voice, wholesale policies, target retailers, and sales approach.

KEY RESPONSIBILITIES

Wholesale Account Support

- Manage routine communication with current wholesale retailers
- Monitor wholesale inquiries and respond to retailer questions
- Help retailers place opening orders and reorders
- Process wholesale orders accurately through Shopify
- Conduct personalized retailer check-ins and reorder outreach
- Identify inactive accounts that may be ready to reorder
- Maintain positive and thoughtful relationships with retail partners
- Escalate major opportunities, negotiations, or unusual requests to the founder

Retailer Research and Lead Generation

- Research independent retailers that align with Puff Herbals’ brand and customer
- Identify prospects such as apothecaries, herbal shops, wellness boutiques, gift stores, lifestyle retailers, smoke shops, and - other specialty stores
- Review prospective retailers’ websites, social media, current product assortment, shelf fit, and overall customer fit
- Find accurate buyer or store-owner contact information
- Use Overjoy and other approved research tools to build targeted prospect lists
- Prioritize qualified, relevant retailers rather than focusing only on lead volume

Wholesale Sales Outreach

- Conduct thoughtful outreach to prospective retailers through email and other approved channels
- Personalize outreach when appropriate
- Manage follow-up sequences consistently and professionally
- Respond to interested retailers and provide approved wholesale information
- Coordinate sample requests and follow up after samples are received
- Keep prospective retailers moving through the sales pipeline
- Schedule qualified retailer calls with the founder when needed
- Conduct limited phone outreach when appropriate

Retailer Database and Pipeline Management

- Create and maintain a central retailer and prospect database
- Organize current, former, prospective, and newly opened wholesale accounts
- Import and clean relevant retailer information from Shopify and existing records
- Track outreach, responses, follow-ups, samples, orders, account status, and next steps
- Ensure every active account and prospect has a clear status and next action
- Provide a simple weekly update covering outreach activity, replies, opportunities, opening orders, reorders, and anything requiring founder input

Wholesale Materials and Systems

- Learn and use Overjoy to research retailers and manage outbound outreach
- Complete available platform training and independently learn unfamiliar features
- Work with the founder and Overjoy support team to improve the outreach setup
- Build small, targeted lead lists and campaigns before increasing outreach volume
- Monitor lead quality, replies, and sales results
- Help improve outreach messaging based on performance
- Keep wholesale line sheets, price lists, templates, and retailer-facing materials organized and current
- Help maintain accurate product information such as SKUs, barcodes/UPCs, pricing, case packs, descriptions, and availability
Document repeatable workflows through written SOPs or Loom videos

WHAT WE’RE LOOKING FOR

Required:

- At least 1 year of relevant B2B sales, wholesale account management, retail account support, business development, sales operations, retail buying/merchandising, or ecommerce operations experience for a physical product brand
- Strong written English
- Warm, polished, and professional communication
- Strong research skills and good judgment when evaluating retailer fit
- Excellent organization and consistent follow-through
- High attention to detail when working with orders, pricing, product information, links, and retailer-facing materials
- Comfortable conducting outbound sales outreach on behalf of a brand
- Comfortable learning new software independently
- Strong Google Sheets or spreadsheet skills
- Able to work independently and identify next steps without constant direction
- Comfortable working directly with a founder in a growing small business
- Comfortable working with herbal smoking products

Strongly preferred:

- Experience with CPG, wellness, beauty, food/beverage, lifestyle, gift, fashion, herbal products, smoking accessories, apothecaries, boutiques, smoke shops, or independent retail
- Experience with Shopify, Google Workspace, Canva, CRMs, sales outreach tools
- Experience updating or working with wholesale line sheets, catalogs, price lists, product decks, sell sheets, SKUs, barcodes/UPCs, samples, or retailer onboarding materials
- Experience identifying strong retail leads and writing thoughtful outreach emails

SCHEDULE AND COMPENSATION

This role will begin at approximately 10–15 hours per week. The schedule is flexible, although the work should generally be completed throughout the Monday-to-Friday workweek so retailer messages and follow-ups are handled consistently.

Compensation is $10–$12 USD per hour, depending on relevant experience and skill level.

After the initial training period, there may also be opportunities to earn performance bonuses connected to qualified new wholesale accounts and successful account reorders.

This is intended to be a long-term role. There is potential for increased hours and responsibility as Puff Herbals’ wholesale business grows.

HOW TO APPLY

Please include the following in your application:

- A brief introduction.
- A summary of your most relevant experience with B2B sales, wholesale, retail accounts, sales outreach, lead generation, ecommerce operations, buying/merchandising, or sales operations for a physical product brand.
- One example of a physical product brand, retailer, wholesale account, marketplace, or ecommerce business you have supported, and what you personally handled.
- A résumé attached or a working résumé link.

Please begin your application with the word “oyster” so we know you read the full posting.

Please make sure any links you include are accessible and working before submitting your application. Applications with inaccessible files, broken links, or missing résumé information may not be considered.

Selected applicants will be contacted for the next stage of the hiring process. Finalists will be invited to complete a brief paid skills assessment.