Temporary Customer Service & Operations Administrator

The Organic Pharmacy is a trailblazer in organic and natural skincare. Our performance-driven formulas combine potent botanicals with clinical expertise to deliver effective, sensorial skincare, health-boosting supplements, and cruelty-free makeup. All products are manufactured in our West London facility and distributed in over 40 countries through premium retail partners, clinics, and luxury spas.

Since joining the Ganassini Institute in 2018, The Organic Pharmacy has entered a new era of growth with a close-knit team. We foster an environment where empowerment, accountability, and shared vision are key to our success.

We are seeking a dynamic, detail-oriented Customer Service Administrator to support the customer services team across Retail, E-commerce/Web, Stockist, Distributor, and International Sales channels. This role delivers an exceptional customer experience across all touchpoints, while providing vital sales administration and operational support. The ideal candidate is organized, adaptable, and proactive, with the flexibility to provide holiday cover and assist across customer service and sales functions as required.

Responsibilities

• Deliver professional, efficient multi-channel customer support via phone, email, and live chat, handling enquiries and complaints with care and accuracy.
• Manage end-to-end order processing across Retail, E-commerce, Stockists, Distributors, Amazon, and International sales channels, ensuring timely and accurate fulfilment, with a hands-on approach to ensure compliance.
• Oversee returns, refunds, and compensations in line with company policies.
• Support UK and International Sales teams with client communications, purchase orders, documentation, and order coordination.
• Liaise closely with Production, Warehouse, and Logistics teams to ensure stock availability, inventory accuracy, and smooth dispatch.
• Maintain compliant UK and international shipping and logistics documentation.
• Build and maintain expert product knowledge across skincare, supplements, and cosmetics to deliver informed customer support.
• Administer the employee product allocation and allowances programme, ensuring accurate tracking and fair distribution.
• Provide flexible support across customer service and sales administration, including holiday and absence cover.
• Contribute to health and safety compliance and ongoing improvements to office operations and processes.

Key Skills & Experience

• Proven experience in customer service and/or sales administration roles.
• Strong client relationship management and complaint resolution skills.
• Experience supporting E-commerce, Wholesale, and International sales channels.
• Confident in coordinating international logistics and shipping documentation.
• Excellent cross-functional communication and teamwork skills.
• Proficient in Microsoft Office (Excel, Outlook, Word).
• Experience with CRM and ERP systems; SAGE 50/200 experience is an advantage.
• Highly organised with strong attention to detail and the ability to multitask effectively.
• Excellent written and verbal communication skills.
• Effective time management with the ability to prioritise in a fast-paced environment.
• Flexible, reliable, and proactive with a strong customer-first mindset.

Benefits

• On-site parking
• Free product allocation
• 25 days holiday (Excluding bank holidays)
• Birthday day off
• Company pension scheme

Must Have

Applicants must have the legal right to work in the United Kingdom at the time of application.