At a Glance
- Tasks: Manage spare parts fulfilment and ensure smooth operations for retail display programmes.
- Company: Join an award-winning global innovation agency transforming customer experiences.
- Benefits: Competitive salary, private healthcare, generous holiday, and a company pension.
- Other info: Dynamic role with opportunities for growth in a fast-paced environment.
- Why this job: Be the backbone of after-sales support and enhance client relationships.
- Qualifications: Experience in retail operations and strong communication skills required.
The predicted salary is between 30000 - 40000 £ per year.
The Outform Group is an award‑winning global innovation agency. We partner with some of the world’s most recognisable brands and retailers to transform customer experience through insight, technology, and creativity. Our ambition is to be revered as the agency shaping the Future of Retail, and in EMEA we continue to grow with pace and purpose.
We are seeking a highly organised and proactive Fulfilment & Portal Coordinator to join our team. This role is essential to ensuring the smooth operation of our spare parts fulfilment ecosystem, supporting retail display programmes across EMEA. You will be the guardian of our fulfilment portal, ensuring accuracy, efficiency, and exceptional service for our clients and retail partners.
This role is responsible for monitoring, maintaining, and optimising Outform’s spare parts and fulfilment portal. You will manage stock levels, process maintenance tickets, coordinate replacement parts, and ensure timely fulfilment to stores or installation engineers. A detail‑driven coordinator with strong communication skills, you will act as the operational backbone of our after‑sales support function.
Key Responsibilities:
- Portal & Stock Management
- Portal oversight — Monitor and maintain the spare parts fulfilment portal, ensuring all data is accurate, up to date, and aligned with live retail display programmes.
- Stock level management — Track inventory levels across all spare parts, identifying replenishment needs and coordinating with internal teams to maintain optimal stock.
- Data accuracy — Ensure product codes, descriptions, imagery, and technical information are correctly maintained within the portal.
- Reporting — Generate regular reports on stock usage, ticket volumes, fulfilment timelines, and recurring issues.
- Maintenance Ticket Handling
- Ticket triage — Receive and assess maintenance tickets submitted by clients or retailers, identifying the issue and determining the appropriate response.
- Replacement coordination — Arrange dispatch of spare parts either directly to stores or via an installation engineer, depending on the complexity of the issue.
- Issue resolution — Liaise with internal teams (production, engineering, logistics) to resolve technical or fulfilment‑related queries.
- Client communication — Provide clear updates to clients and retailers on ticket status, expected delivery times, and next steps.
- Operational Coordination
- Process optimisation — Continuously review fulfilment workflows to improve speed, accuracy, and customer experience.
- Cross‑functional collaboration — Work closely with logistics, warehouse, engineering, and client services teams to ensure seamless fulfilment operations.
- Quality assurance — Ensure all dispatched parts meet Outform’s quality standards and are packaged appropriately for safe delivery.
- Engineer scheduling — Coordinate with installation partners when on‑site support is required.
- Client & Retailer Support
- Relationship management — Build strong working relationships with clients and retail partners, ensuring a high‑quality after‑sales experience.
- Guideline adherence — Ensure all fulfilment activity aligns with retailer requirements, store processes, and visual merchandising standards.
- Service excellence — Act as a trusted point of contact for all spare‑parts‑related queries, ensuring timely and professional communication.
Key Skills and Experience:
- Proven experience in retail operations, after‑sales support, logistics coordination, or fulfilment management.
- Strong understanding of inventory systems, ticketing platforms, or portal‑based workflows.
- Excellent communication and stakeholder‑management skills.
- High level of accuracy, organisation, and attention to detail.
- Ability to multitask and prioritise in a fast‑paced environment.
- Proficient in Microsoft Office Suite and comfortable learning new digital tools.
- Analytical mindset with strong problem‑solving abilities.
- Proactive, self‑motivated, and committed to delivering exceptional service.
Package:
- Salary: Competitive, depending on background and experience
- Benefits:
- 5% company pension contribution
- Private healthcare and Medicash plan
- Death in Service (DIS) insurance
- 27 days holiday
- EMEA Bonus
Fulfillment & Portal Coordinator- Beauty in Southampton employer: OUTFORM
The Outform Group is an exceptional employer that fosters a dynamic and innovative work culture, where employees are empowered to shape the future of retail. Located in Fleet, Hampshire, we offer competitive salaries, generous benefits including a 5% pension contribution and private healthcare, and a commitment to employee growth through continuous learning and collaboration. Join us to be part of a team that values creativity, insight, and exceptional service in a fast-paced environment.
StudySmarter Expert Advice🤫
We think this is how you could land Fulfillment & Portal Coordinator- Beauty in Southampton
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect with potential colleagues on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Understand their values and how they align with your own. This will help you tailor your responses and show that you're genuinely interested in being part of their team.
✨Tip Number 3
Practice makes perfect! Conduct mock interviews with friends or family to get comfortable with common questions. This will help you articulate your experiences and skills confidently when it counts.
✨Tip Number 4
Don't forget to follow up after interviews! A simple thank-you email can leave a lasting impression and show your enthusiasm for the role. Plus, it keeps you on their radar as they make their decision.
We think you need these skills to ace Fulfillment & Portal Coordinator- Beauty in Southampton
Some tips for your application 🫡
Tailor Your CV:Make sure your CV reflects the skills and experiences that match the Fulfilment & Portal Coordinator role. Highlight your experience in retail operations and logistics coordination to show us you’re the perfect fit!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to tell us why you're passionate about this role and how your background aligns with our mission at Outform. Keep it engaging and personal!
Showcase Your Attention to Detail:Since this role requires a high level of accuracy, make sure to demonstrate your attention to detail in your application. Double-check for any typos or errors before hitting send – we love a polished application!
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy!
How to prepare for a job interview at OUTFORM
✨Know Your Portal Inside Out
Before the interview, make sure you understand how fulfilment portals work. Familiarise yourself with common inventory systems and ticketing platforms. Being able to discuss your experience with these tools will show that you're ready to hit the ground running.
✨Showcase Your Communication Skills
Since this role involves liaising with clients and internal teams, practice articulating your thoughts clearly. Prepare examples of how you've effectively communicated in past roles, especially when resolving issues or coordinating with different departments.
✨Demonstrate Your Organisational Skills
Be ready to discuss how you manage multiple tasks and prioritise effectively. Think of specific instances where your attention to detail made a difference in your previous roles, especially in fast-paced environments.
✨Prepare for Problem-Solving Scenarios
Anticipate questions about how you would handle specific challenges related to fulfilment and stock management. Think through potential scenarios and how you would approach them, showcasing your analytical mindset and proactive attitude.
