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

Who We Are

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