KAYALI Customer Operations Coordinator - Fixed Term Contract (3 months) - UK/EU

KAYALI; City Of London; On-site; GBP 29,000 - 36,000; Full time

Job summary

KAYALI is seeking an exceptional Customer Operations Co‑ordinator on a 3‑month fixed term contract, with potential to become permanent. The role focuses on order management, inventory transactions, and supporting our Customer Service and Supply Chain teams.

The ideal candidate brings strong communication, time management, and a proactive mindset to craft and implement efficient workflows within ERP and related systems.

Qualifications

• 2–3 years in a similar role within a CPG/B2B business with D2C experience desirable.
• Familiarity with order processing and analyzing large data sets.
• Strong Excel and Microsoft software skills including ERP and data reconciliation.
• Background with some logistics knowledge and working with 3PL partners.
• Excellent attention to detail and communication skills for liaising with internal and external stakeholders.
• Team player willing to wear many hats in a scrappy environment.
• Proficiency in French or a second European language advantageous.
• Beauty or lifestyle experience preferred.

Responsibilities

• Monitor, track, and reconcile stock movements across warehouse locations and systems.
• Conduct periodic cycle counts, full physical inventory checks, and variance analyses.
• Investigate inventory discrepancies and implement corrective actions to prevent recurrence.
• Manage stock postings and ensure all stock adjustments and receipts are updated in the ERP.
• Coordinate with 3PL and warehouse teams to meet fulfilment and shipping requirements.
• Process daily sales orders and allocations within ERP to ensure on-time processing.
• Publish weekly stock and fill-rate reports for internal stakeholders and partners.
• Collaborate with Finance to ensure stock postings are correctly accounted for in ERP.

Skills

Data analysis

Excel

ERP proficiency

Attention to detail

Team player

Communication

French language (advantageous)

Tools

ERP system

MS Office

Job description

Description

Fuelled by passion, KAYALI was founded in 2018 by beauty mogul and fragrance fanatic, Mona Kattan. Translating to 'my imagination' in Arabic, KAYALI provides a modern fragrance experience inspired by Mona's rich Middle Eastern heritage and the art of layering scents to help you create your mood; where sharing scents is a ritual and smelling good is both an act of goodwill and self-love. Mona collaborates with some of the world's most renowned perfumers and sources the finest ingredients to create unique juices that are infinitely memorable, long-lasting, and cruelty-free. Each luxurious fragrance is an ode to true craftsmanship and tells a special story, from the addictive notes to the multi-faceted jewelled bottles.

Our Mission

To make everyone feel like the diamond they are! To build a global community of fragrance lovers through the power of scent and by providing them with the most innovative & luxurious fragrances, education and sharing our Middle Eastern fragrance rituals with the world.

Summary

We are looking for an exceptional Customer Operations Co‑ordinator on a 3-month fixed term contract with the potential to become permanent, subject to business requirements.

The ideal candidate will have excellent communication and time management skills and a passion for helping people. They will be a self‑starter, enthusiastic, and will play a starring role in helping craft and implement strategies and workflows with a specialized focus on order management and inventory transactions to assist our Customer Service and Supply chain teams.

Essential Duties and Responsibilities

Inventories

• Monitor, track, and reconcile stock movements across all warehouse locations and systems.
• Conduct periodic cycle counts, full physical inventory checks, and variance analyses.
• Investigate inventory discrepancies and implement corrective actions to prevent recurrence.
• Perform stock posting and ensure all stock adjustments, transfers, and receipts are updated accurately in the ERP system.
• Manage Transportation Management System (TMS) updates in the ERP for inbound shipments.
• Validate and reconcile system data between ERP, WMS, and 3PL partner reports.
• Prepare regular reports on stock accuracy, inventory aging, and availability by region.
• Support KPI dashboards related to inventory turnover, shrinkage, and fulfilment accuracy and service level.
• Coordinate with warehouse teams to ensure timely posting of GRNs, GIs, and transfer postings.
• Work closely with Finance to ensure all stock postings and movements are properly accounted for in ERP.

Order Processing and fulfilment

• Manage the daily processing of all sales orders and allocations (manual or EDI) within ERP to process on time and in compliance with retailer routing guides.
• Primary contact for retailers on any PO inquiries or revisions as well as working closely with 3PL warehouse to meet all fulfilment and shipping requirements for orders.
• Responsible for daily processing of transfers, IRFs, sampling, subscription box orders validating inventory allocations as well as managing timelines and communication.
• Publish weekly order shortage reporting for internal stakeholders for back in stock ETAs as well as fill rate reporting to retail partners for compliance and replenishment.
• Update and dispute retailer compliance infractions and shortage variances.
• Maintain retailer launch POs working closely with planning team against forecast allocations.
• Collaboration with sales & marketing on launch and activation plans.

Requirements

• 2 to 3 years in similar role within a CPG / B2B business with D2C experience desirable.
• Familiarity with order processing and analyzing large data sets.
• Strong excel and other Microsoft software skills including ERP and proven ability to reconcile data variances and maintain reports.
• Background with some logistic knowledge and working with 3PL partners.
• Excellent attention to detail and communication skills for liaising with internal and external stakeholders.
• Team player willing to wear many hats and thrives in a scrappy environment.
• Proficiency in French or a second European language advantageous.
• Beauty or lifestyle experience preferred.