Fulfillment & Portal Coordinator- Beauty

The Company

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.

The Opportuni

tyWe 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 partne

rs

The

RoleThis 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 funct

ion.
Job Title: Fulfilment & Portal Coordinator- B

eautyReporting to: Beauty Servic

es PMLocation: Fleet, Hamp

shireHours of Work: 9am – 5.30pm, 37.5 hours per

week
Key Responsibi

litiesPortal & Stock Mana

gementPortal oversight — Monitor and maintain the spare parts fulfilment portal, ensuring all data is accurate, up to date, and aligned with live retail display progr

ammes.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 p

ortal.Reporting — Generate regular reports on stock usage, ticket volumes, fulfilment timelines, and recurring i

ssues.Maintenance Ticket Ha

ndlingTicket triage — Receive and assess maintenance tickets submitted by clients or retailers, identifying the issue and determining the appropriate res

ponse.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 qu

eries.Client communication — Provide clear updates to clients and retailers on ticket status, expected delivery times, and next

steps.Operational Coordi

nationProcess optimisation — Continuously review fulfilment workflows to improve speed, accuracy, and customer exper

ience.Cross‑functional collaboration — Work closely with logistics, warehouse, engineering, and client services teams to ensure seamless fulfilment opera

tions.Quality assurance — Ensure all dispatched parts meet Outform’s quality standards and are packaged appropriately for safe del

ivery.Engineer scheduling — Coordinate with installation partners when on‑site support is req

uired.Client & Retailer S

upportRelationship management — Build strong working relationships with clients and retail partners, ensuring a high‑quality after‑sales exper

ience.Guideline adherence — Ensure all fulfilment activity aligns with retailer requirements, store processes, and visual merchandising stan

dards.Service excellence — Act as a trusted point of contact for all spare‑parts‑related queries, ensuring timely and professional communic

ation.
Key Skills and Exp

erienceProven experience in retail operations, after‑sales support, logistics coordination, or fulfilment mana

gement.Strong understanding of inventory systems, ticketing platforms, or portal‑based wor

kflows.Excellent communication and stakeholder‑management

skills.High level of accuracy, organisation, and attention to

detail.Ability to multitask and prioritise in a fast‑paced envir

onment.Proficient in Microsoft Office Suite and comfortable learning new digital

tools.Analytical mindset with strong problem‑solving abi

lities.Proactive, self‑motivated, and committed to delivering exceptional s

ervice.

PackageSalary: Competitive, depending on background and

experien

ceBenefits:5% company pension c

ontributionPrivate healthcare and Me

dicash planDeath in Service (DIS

) insurance27 d

ays holida