Company description

Stemple Creek Ranch is a family-owned and operated ranch in Marin County, California. They raise grass-fed and grass-finished beef, grass-fed and grass-finished lamb, and pasture-raised pork on open pastures along the Northern California coast, just a few miles from the Pacific Ocean, with additional grazing in Sonoma and Humboldt Counties. Their programs focus on regenerative ranching, animal welfare, and transparent farm-to-table production.

Stemple Creek Ranch also partners with the Marin Carbon Project, implementing carbon farming practices that support soil health, ecosystem resilience, and climate benefits.

Loren Poncia is the fourth generation of his family to ranch on the same land at Stemple Creek. He and his wife, Lisa, manage the ranching operation, including herd genetics, rotational grazing, and pasture management designed to improve land health and reduce environmental stress.

Stemple Creek’s beef and lamb are 100% grass-fed and grass-finished, and their pork is pasture-raised. All animals are regeneratively raised on their ranch in Tomales or on partner ranches in California, producing flavorful, well-marbled, and nutrient-dense protein that customers can trust to feed their families.

Job description

Role: Wholesale Coordinator

Location: Petaluma HQ Office/Warehouse

Status: Full Time | Non-Exempt

Reports to: General Manager

Revision Date: April 16, 2026

OVERVIEW
The Wholesale Coordinator owns the accuracy, communication, and coordination of wholesale order flow at Stemple Creek Meat Co.

Working closely with the Sales Manager and Inventory Operations Manager, this role ensures that all wholesale orders are entered correctly, communicated clearly, and executed smoothly from order intake through fulfillment, delivery, and invoicing.

This role serves as the central communication hub between Sales, Supply Chain, Warehouse, and Customers, ensuring alignment between customer expectations, order details, and operational execution.

The Wholesale Coordinator is responsible for maintaining a high standard of organization, responsiveness, and clarity across all wholesale order activity. This role does not make operational or inventory decisions, but ensures that all parties have the information needed to execute successfully.

This position is essential to maintaining a reliable, scalable wholesale system and delivering a consistent, high-quality customer experience.

KEY RESPONSIBILITIES
Wholesale Order Entry & Flow Management
Own the accuracy, timeliness, and organization of wholesale order entry within FoodConnex.
Manage the wholesale orders inbox and ensure all orders are entered according to SOPs and fulfillment deadlines.
Maintain clear visibility into order status across all stages, from intake through fulfillment and invoicing.
Execute all wholesale order invoicing once fulfillment is complete.
Ensure all order details, special instructions, and customer requirements are clearly documented and communicated.

Customer Communication & Service
Serve as the primary point of contact for wholesale order-related customer communication.
Send order confirmations, updates, and notifications regarding substitutions, delays, or changes.
Respond to customer inquiries in a timely, organized, and professional manner.
Coordinate credits, adjustments, and issue resolution in partnership with Sales and Accounting.
Maintain a high standard of clarity, responsiveness, and professionalism in all customer interactions.
Sales, Supply Chain, Warehouse Coordination
Act as the communication bridge between Sales (demand), Supply Chain (supply,), and Warehouse Operations (execution).
Ensure all orders are clearly translated into actionable instructions for the warehouse team.
Communicate special requests, large orders, and time-sensitive needs with appropriate lead time.
Coordinate and lead triage effort with Sales, Supply Chain, and Warehouse on delivery routing, fulfillment, substitutions, shortages, and customer expectations.
Ensure alignment between what is sold and what can be fulfilled operationally.

Order Accuracy, QA & Issue Resolution
Own order-level quality assurance across order entry, fulfillment communication, and invoicing.
Review orders for completeness, pricing accuracy, and consistency with customer agreements.
Investigate discrepancies between orders, fulfillment, and invoices, and coordinate resolution.
Maintain SOPs for substitutions, credits, late orders, and order issue resolution.
Track recurring issues and communicate patterns to Sales and Operations.

FoodConnex Systems Maintenance
Maintain customer profiles, price lists, and order templates within FoodConnex.
Ensure pricing, terms, and product configurations are accurate and up to date.
Monitor order dashboards daily to track order flow and identify potential issues.
Support improved use of FoodConnex tools and workflows to increase efficiency Track recurring issues and communicate patterns to Sales and Operations.

Reporting & Sales Support
Track and report key wholesale execution KPIs, including:
Order accuracy
Order issues / credits
Customer response time
Provide weekly summaries to the Sales Manager.
Support Sales Manager during travel or high-volume periods by maintaining continuity in order flow and communication.
Coordinate customer-facing materials such as price lists, updates, marketing materials, and basic account needs.

DECISION AUTHORITY
The Wholesale Coordinator has authority to:

Manage and prioritize order entry and order flow timing
Communicate substitutions, updates, and order changes to customers
Enforce order deadlines and SOP compliance
Resolve standard order discrepancies and issue credits within defined guidelines
Maintain and update customer data and pricing within FoodConnex
Requires General Manager or Sales Manager approval for:

Pricing changes outside approved structures
Large credits or customer concessions
Changes to customer terms or agreements
Exceptions that impact margin, fulfillment feasibility, or customer commitments

ROLE BOUNDARIES
To prevent overlap or confusion:

This role does not:

Direct warehouse operations or fulfillment execution
Make inventory or allocation decisions
Own sales relationships or account growth
Set pricing strategy or customer contract terms
This role does:

Own order entry accuracy and order flow coordination
Own customer communication related to orders
Own clarity and alignment between sales, warehouse, and delivery
Ensure all parties are informed and prepared for execution

CROSS-DEPARTMENT INTERFACES
General Manager: Escalations, priorities, and system improvements

Sales Manager: Demand, pricing, customer relationships, substitutions

Inventory Operations Manager: Fulfillment readiness, constraints, execution alignment

Warehouse Operations Lead: Pick/pack clarity, staging coordination

Supply Chain Manager: Inventory constraints and availability

Chief of Staff: SOPs, communication flow, process refinement

Accounting/Admin: Invoicing, credits, reconciliation

Marketing: New account communication, website updates

Compensation

this position is: hourly, varies DOE, $30.00 - $35.00

Application instructions

Deadline

April 30, 2026