Stock Controller & Operations Coordinator

Job Title: Stock Controller/Operations Coordinator (Full-Time, Permanent)

Location: London – On-site Soho Store and approx 15% in office

Start Date: Immediate

Salary: Competitive

Reports to: Senior Merchandiser and Store Manager

To Apply: Please send your CV and a brief cover letter to [email protected] with the

Subject: [your name] - Stock Controller/Operations Coordinator

MACHINE-A is a leading multi-brand fashion boutique known for curating cutting-edge contemporary and luxury designers. With a flagship boutique and office in Soho, and a growing global online presence, we are at the forefront of progressive fashion retail. As the business continues to grow, we are seeking an organised, detail-oriented and experienced Stock Controller/Operations Coordinator to support and manage our inventory.

Requirements:

• Minimum 2-3 years of stock management and systems experience, in fashion retail
• Can complete regular monthly cycle counts and accurately reconcile systems and stock
• Intermediate Excel skills
• Experience in a multi-brand retail environment or large volume brand
• Strong attention to detail and excellent organisational and communication skills
• Able to work independently and problem solve, and knows when to ask for support

Role Summary:

We are looking for an experienced Stock Controller/Operations Coordinator with at least three years of stock management experience, preferably gained in a fast paced Premium and Luxury Retail sector. Multi brand settings are ideal.

The ideal candidate is proactive, highly organised, and fluent in English (knowledge of Italian is a plus). They should have a strong grasp of inventory and operations within fast-paced, multi-brand retail environments and possess excellent communication skills for effective coordination with vendors, clients, and internal teams.

Advanced Excel skills—including proficiency in pivot tables, VLOOKUP, and basic formulas—are essential. The candidate should be results-driven and able to meet deadlines.

As Stock Controller/Operations Coordinator, your duties will include, but are not limited to:

● Accurately processing deliveries, QC checks, returns, transfers, and special movements (light ecoc packing, domestic and international shipments) using correct systems in accordance with company procedures.

● Accurately managing and maintaining stock levels across locations (store/stockroom/storage), including planning, conducting, and completing regular monthly cycle counts and accurately reconciling systems and stock (approx 3000 units)

● Maintenance and management of stock in stock rooms and storage places, ensuring products are properly organised, correctly labelled, and stored away.

● Maintaining accurate and up-to-date inventory records using (Lightspeed and Excel) internal systems and tools.

● Meticulous data entry / formatting of order confirmations. Adherance to deadlines.

● Liaising with suppliers, couriers, and internal departments to coordinate inbound and outbound stock movements.

● Identifying and investigating stock discrepancies or variances weekly, and implementing corrective actions

● Contribute to loss prevention by ensuring secure and compliant stock handling, in line with health and safety policies.

● Preparing inventory and sales reports under the support of the Merchandiser

● Collaborating with sales, e-commerce, merchandising, and finance teams to ensure accurate stock availability and timely replenishment.

● Assist in special projects and events (VIP events and appointments, brand and special collection launches, etc.)

● Carrying out other reasonable duties or ad hoc tasks as required to support the wider operations of the business.

This role involves managing stock, supplies, and materials, and is physically demanding at times. Physical tasks associated with this position include:

● Climbing ladders

● Lifting items up to 25kg without assistance

● Engaging in activities such as bending, twisting, reaching, pushing, pulling, and repetitive movements

● Transporting large volumes of stock and equipment

Reliable and Dependable: Proven ability to manage essential duties consistently, with strong communication, attendance and reliability.

High Attention to Detail: Exceptional precision in data entry and inventory auditing.

Proactive & Takes Initiative: A forward-thinking mindset with the ability to identify problems and implement solutions without waiting for instruction.

Ownership Mentality: Ability to take complete responsibility for the stock function and outcomes, treating the inventory as your own.