Operations and Finance Coordinator

Purpose of the role

Own the desk-based operations cycle for a multi-brand consumer products business selling direct to consumer, through Amazon and other marketplaces, and via distributors and retailers across the UK, Europe and the USA. The role takes an order from arrival through to dispatch, resolves what goes wrong along the way, keeps customers informed and looked after, and manages stock replenishment against low stock alerts.

This is an operations role that requires a bookkeeping mind. The work sits close to the numbers throughout: checking purchase order pricing and terms, verifying courier invoices, accounting for stock and order transactions, and producing regular reporting. The person needs the analytical instinct to notice when something does not add up and the confidence to ask about it rather than push on.

Order management

•     Receiving inbound orders and processing them through the relevant warehouse management system, UK or US

•     Producing picking and dispatch labels for the warehouse team

•     Booking couriers through online systems (FedEx, UPS, DPD) and by email for freight consignments

•     Tracking dispatches through to delivery and closing out exceptions

Problem resolution

•     Investigating and resolving dispatch errors, including short shipments and missing consignments

•     Working with couriers to trace and recover lost goods and to pursue claims

•     Coordinating with the warehouse team on replacement shipments and corrections

•     Reinforcing standard operating procedures with the warehouse team, including buddy checks before dispatch, so that errors reduce over time

•     Maintaining a good working relationship with the warehouse team, as the quality of that relationship directly drives error rates

Purchasing and stock

•     Monitoring low stock alerts in Unleashed across finished goods and components such as labels, tins, ingredients and materials

•     Verifying alerts with the warehouse team before ordering, rather than relying on system figures alone

•     Raising purchase orders and agreeing replenishment quantities with the founder

•     Checking supplier order confirmations against agreed price, volume and terms, and querying discrepancies

•     Supporting accurate stock records across the brands and channels

Customer care

•     Handling trade customer queries relating to orders, deliveries and discrepancies

•     Handling consumer queries about orders and products, working through a structured set of questions to understand the issue

•     Turning service failures into positive outcomes through clear communication, ownership and appropriate resolution

•     Escalating anything brand-sensitive or outside agreed authority to the UK team

Bookkeeping and reporting

•     Bookkeeping of orders and order processing transactions

•     Checking courier and freight invoices against expected charges

•     Producing a small set of regular reports, weekly and monthly, from largely automated outputs

•     Formatting and consolidating reporting so that performance can be viewed across quarters, halves and year on year

Experience and attributes

•     Bookkeeping or accounting background, with the numerical discipline the role depends on

•     Experience of order processing, dispatch or courier booking is a strong advantage

•     Experience of stock, inventory or purchasing in a product business is a strong advantage

•     Exceptional attention to detail, particularly across products made up of multiple component parts

•     Analytical: able to see how a transaction fits the bigger picture and to challenge whether it makes sense

•     Willing to ask questions rather than proceed on assumption, and comfortable raising uncertainty early

•     Resilient and measured under pressure, able to pause and think rather than react

•     Confident, clear communication with warehouse colleagues, suppliers, couriers and customers

•     Genuinely interested in a blended operations and finance role, and in a consumer and wellness brand

Systems

•     Unleashed inventory management, or a comparable system such as Cin7 or DEAR

•     Warehouse management systems, UK and US

•     Shopify and Amazon, alongside distributor and retailer channels

•     Courier platforms including FedEx, UPS and DPD

•     Accounting software (Xero and/or QuickBooks Online) and Excel or Google Sheets

Onboarding and ramp-up

The role is new and will be built up in deliberate stages rather than handed over at once. The expected sequence is to begin with finance-related tasks that touch operations, then layer in stock bookkeeping, then order processing channel by channel and region by region. Each stage is added once both sides are confident in the last. Handover runs with the founder and the existing operations team over approximately two months, with full training provided throughout.

Success in the first six months

•     Orders processed accurately and on time across both regions without founder involvement

•     Dispatch errors falling, with SOPs consistently applied by the warehouse team

•     Stock replenishment running to a predictable rhythm with no avoidable stock-outs

•     Trade and consumer queries answered promptly, with service failures resolved well

•     Regular reporting produced reliably and to a consistent standard