Back-Office Coordinator

Boloria is a newly founded Antwerp-based fashion house, with Belgian designer Olivier Theyskens serving as Creative Director. Rooted in sensitivity, integrity, and emotional depth, the brand embodies a timeless and evocative aesthetic. Boloria is part of WEAREONE.world and is currently preparing for the launch of its first collection in 2026.

The Back-Office Coordinator at Boloria plays a strong role in ensuring smooth coordination between clients, internal departments (production, warehouse, accounting), and external logistics partners. This position is responsible for managing all administrative and logistical aspects related to outgoing and incoming shipments, client communication regarding order fulfillment, and financial follow-up on deliveries and payments.

Follow up with clients regarding outgoing shipments and return logistics.

Collaborate with the Commercial team to address client inquiries related to delivery/order discrepancies, reorders, and product information.

Support on order intake/input into ERP.

Create and share order confirmations with clients worldwide post-sales campaign.

Keep organized filing systems for shipments, invoices, and client correspondence.

Update and maintain client and order data in the ERP system.

Monitor and follow up on production schedules in close coordination with the Production department to ensure timely fulfillment of client orders.

Verify client debt/credit status in collaboration with the Accounting department.

Communicate payment issues to clients in collaboration with the Commercial team.

Manage both import and export logistics processes, ensuring seamless movement of goods.

Organize and prepare all necessary shipping documentation, including commercial invoices and packing lists.

In collaboration with the Commercial team, select and prepare goods for shipment based on client priorities, orders, and production.

Coordinate directly with the warehouse team to release goods for shipment.

Support the warehouse on inventory checks.

Proven experience in a back-office, logistics, or customer service role—preferably within a wholesale/fashion environment.

Interest and passion for working with IT tools such as ERPs and order platforms.

Strong organizational and multitasking abilities.

Detail-oriented and enjoys problem-solving.

Ability to work collaboratively across departments under time-sensitive deadlines.

Basic understanding of import/export procedures and shipping documentation.

Excellent written and verbal communication skills in Dutch and English are a must.

Proficiency with ERP systems and Microsoft Office (Excel).

An inspiring environment within a young high-end fashion label.

A small, driven team with short communication lines.

Flexibility and opportunities for personal development.