Operations Coordinator - New York

Logistics, inventory, and operational backbone of the brand

Position Summary

Title: Operations Coordinator

Location: New York

Reporting line: Managing Director

Employment: Full-time

Direct reports: None.

Start date: As soon as available handover from incumbent ideally.

About the brand

Veronica De Piante is a luxury womenswear brand based in New York with a flagship boutique at 833 Madison Avenue, a growing direct-to-consumer e-commerce business, and a wholesale presence at premier multi-brand retailers in North America and Europe. The team is small approximately 12-13 full-time roles plus contractors which means every role matters and every individual is close to the work.

Role Purpose

VDP is a luxury brand and the operational standards reflect that. Packaging matters. Customer experience around shipping and returns matters. The way wholesale orders arrive at accounts matters. The role is not just

back-office- it is part of how VDP shows up in the world.

The Operations Coordinator is a foundational role. The right candidate is someone who finds genuine satisfaction in operational excellence - making things work reliably, getting the details right, and being the person other functions can count on. The role offers career progression as VDP grows (Operations Manager, Operations Director over time) but the core skill being tested is reliability under modest oversight. The role exists to ensure that inventory moves where it needs to be, vendor relationships work smoothly, returns are processed accurately, and the day-to-day infrastructure of a multi-channel fashion business operates reliably.

You work across DTC e-commerce, the Madison boutique, wholesale fulfilment, and any cross-functional operational matters. The role partners closely with Finance (on payables, inventory accounting, and supplier management), with the Madison retail team (on stock and store logistics), with E-commerce (on fulfilment, returns, and inventory allocation), with the wholesale function (on order processing and shipping to accounts) with the merchandising function (on planning and inventory exit strategy) and with the production function (on

inventory transfer from Italy).

Key Responsibilities

A. Inventory and stock management

• Manage and coordinate VDP's inventory across all locations. Maintain accurate inventory records in the inventory management system.

• Manage cycle counts and quarterly stock takes. Maintain accurate product master data and flag inventory issues to the relevant function.

B. Logistics and shipping

• Manage relationships with VDP's logistics partners.

• Coordinate inbound and outbound shipments. Ensure on-time delivery and accurate documentation.

• Resolve shipping issues: lost packages, damaged shipments, customs delays, returns in transit. Maintain communication with affected customers, accounts, or recipients.

• Manage shipping rates and routing; identify opportunities for cost reduction through carrier mix or service-level changes.

C. Returns and post-purchase operations

· Operate VDP's returns process for DTC. Maintain a returns log and identify patterns.

• Manage wholesale returns and chargebacks.

• Coordinate with the Madison team on store-level returns and exchanges.

D. Vendor and supplier management

• Maintain the operational vendor list and track contract status, payment terms, performance.

• Manage operational invoicing: validate vendor invoices against POS and delivery, route for approval, coordinate with Finance on payment.

• Proactively identify vendor performance issues and resolve or escalate.

• Source new operational vendors when needed (packaging, courier services, etc.)

E. Operational systems and process

· Experience working in a small, multi-functional team where the role inevitably extends beyond a strict job description.