Operations & Buying Support Coordinator
4 days ago
Bristol
Operations & Buying Support Coordinator (Two part-time roles – office based) We’re looking to hire two Operations & Buying Support Coordinators to join the TruffleShuffle team. These are new roles to the business and a key part of how we support our Buying, Operations and wider teams. Together, these two part-time roles will provide full-time cover (Monday–Friday, 9am–5pm). While each role may naturally lean towards different areas over time (one more buying support, one more accounts/admin), both people will be fully capable of covering each other. This role is built around shared ownership, clear visibility and continuity, with everyone pulling together to keep things running brilliantly behind the scenes. These roles are 100% office based. There is no hybrid or remote option – collaboration, communication and being part of the team day-to-day are essential to how this role works. About TruffleShuffle TruffleShuffle is an online, Bristol-based, independent pop culture retailer working with some of the world’s most loved brands and licences. We create and curate licensed clothing, accessories and exclusive designs inspired by the films, TV shows and characters our community cares about most. We’re a small, collaborative team who take pride in doing things properly. Understanding our products and the people they’re for sits at the heart of how we work – from the details in the design to how things land with customers. That shared understanding underpins everything we do – you love it, we get it. The role – at a glance This is a broad, operational support role at the heart of the business. You’ll work closely with Buying, Brand, Marketing, Accounts, Warehouse and Customer Service, helping ensure that products move smoothly from supplier to site, launches happen on time, and nothing slips through the cracks. This role offers clear ownership without the pressure of commercial decision-making, making it ideal for someone who enjoys bringing structure, clarity and consistency to how a business operates. What you’ll be responsible for You’ll take ownership of a range of responsibilities, which will be introduced gradually as you get up to speed. The list below gives a flavour of the types of work you’ll be involved in – not an exhaustive checklist. You won’t be expected to do everything at once – we care far more about judgement, communication and follow-through as your responsibilities build over time. Product, launch & workflow support • Owning and managing the deliveries inbox, coordinating delivery updates, queries and follow-ups across teams, • Managing and owning the delivery schedule, • Owning and maintaining the product planner, • Owning the end-to-end process of getting products live on the website, checking and uploading product imagery and details, and ensuring all copy is clear, accurate and customer-facing., • Managing and tracking samples, • Supporting buyers with critical path updates, • Supporting photography planning and coordination Licensor & compliance admin • Managing licensor approvals, • Managing royalty reporting Finance & stock admin • Checking incoming stock, • Matching and approving invoices for payment, • Carrying out day-to-day finance admin using Xero Cross-team operational support • Supporting the customer service team where needed, • Supporting the warehouse team where needed What ownership looks like in practice • Noticing when something slips, changes or becomes a risk, • Proactively communicating that to the relevant people without being asked What we’re looking for More than anything, we’re looking for the right mindset and personality. You’re likely to thrive in this role if you are: • A proactive communicator with an instinct to over-communicate, • Comfortable taking full ownership of tasks and being assertive about them, • Naturally detail-driven, with a strong sense of follow-through, • Someone who genuinely enjoys admin and operational work, and enabling others to do what they’re good at, • Comfortable juggling priorities and problem-solving without getting stressed, • Positive, calm and solutions-focused, • A team player who enjoys being part of a social, collaborative office, • Open to feedback, flexible in your approach, and comfortable adapting as you learn, • Adaptable and suited to a small business environment where roles evolve over time, • Brings initiative and isn’t afraid to suggest improvements once things are bedded in, • Someone with an existing interest in, or experience of, retail, eCommerce, fashion, pop culture or licensed products Skills & experience This role suits someone who: • Is dependable, organised and comfortable taking responsibility, with experience in an operations, admin, office support or customer-facing role, • Writes clearly and professionally – confident sending well-written emails and sense-checking spelling, grammar and tone when uploading customer-facing product content, • Has strong admin fundamentals – inbox management, file organisation and basic spreadsheet formulas are second nature, • Is confident using everyday tools such as Excel, Google Sheets, Google Docs and Outlook, • Is comfortable learning new systems (we’ll train you on ours), • Has experience using AI tools to work more efficiently (a bonus, not essential), • Enjoys working in a fast-moving business Practical details • Role: Operations & Buying Support Coordinator, • Hours: Two part-time roles providing full-time cover (Mon–Fri, 9–5), with flexibility for the two roles to cover each other’s holidays when needed, with notice., • Location: Office based – Avonmouth, Bristol To apply, please email your CV and a short cover note to using “Operations & Buying Support Coordinator” as the subject line.
