Operations & Buying Support Coordinator

We’re looking to hire two Operations & Buying Support Coordinators to join the Truffle Shuffle 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.

Truffle Shuffle 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.

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.

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.

• 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

• Managing licensor approvals
• Managing royalty reporting

• Checking incoming stock
• Matching and approving invoices for payment
• Carrying out day-to-day finance admin using Xero

• Supporting the customer service team where needed
• Supporting the warehouse team where needed

• Noticing when something slips, changes or becomes a risk
• Proactively communicating that to the relevant people without being asked
• Seeing tasks through end to end and closing the loop

Clear, timely communication is a big part of what makes this role successful.

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,…