Company Overview
We are looking for a reliable and hardworking Order Portal Assistant to join our team. The Portal Assistant supports the Portal Manager in running our online team ordering portals from start to finish — building each customer's online shop, managing the sales window, coordinating stock ordering with suppliers, and ensuring accurate packing and dispatch of individual member orders once bulk stock arrives. This will be a Monday to Friday 8.30am - 5pm role, with occasional overtime.
Key Responsibilities
1. Portal Set-Up & Launch
- Build the online shop for each customer (sports club/organisation) using our portal platform, including product selection, sizing, pricing, and branding/artwork as specified by the customer.
- Quality-check each portal before going live (correct products, prices, images, sizes, spelling, links working correctly).
- Generate and send the portal link to the Portal Manager or directly to the customer for distribution to their members.
- Set and monitor the portal's open/close dates (typically a 2-week ordering window).
2. Order Management
- Monitor sales activity during the portal's open period and respond to basic queries as needed.
- Close the portal at the end of the ordering window.
- Download and consolidate sales data/order reports from the portal system.
- Reconcile total quantities per product/size to prepare the bulk order for our offshore supplier.
- Liaise with the Portal Manager to place and track the consolidated order with the supplier.
3. Stock Receiving
- Receive bulk stock deliveries from the offshore supplier.
- Check delivered quantities against the purchase order and flag any discrepancies, damages, or shortages.
- Organise incoming stock for sorting.
4. Sorting, Packing & Shipping
- Sort bulk stock into individual customer/member orders based on portal sales data.
- Accurately pick, pack, and label each individual order.
- Prepare shipping documentation and dispatch orders via the relevant courier/postal service.
- Track shipments and resolve any delivery issues (lost parcels, returns, incorrect items).
5. General & Administrative
- Maintain accurate records of each portal (open/close dates, order data, stock reconciliation, shipping status).
- Keep the portal order tracking system/spreadsheet up to date.
- Communicate with the Portal Manager on progress, issues, and deadlines for each active portal.
- Support continuous improvement of the portal process (e.g. flagging recurring stock or sizing issues).
Essential skills and experience:
- Strong attention to detail and accuracy, especially with data and order matching.
- Comfortable using online systems/software (e-commerce or portal platforms, spreadsheets).
- Good organisational and time-management skills — able to juggle multiple portals at different stages simultaneously.
- Physically able to handle stock (lifting, sorting, packing).
- Clear written communication for customer-facing links/instructions.
Desirable skills and experience:
- Experience with e-commerce platforms, order management systems, or inventory software.
- Experience in warehousing, fulfilment, or logistics.
- Background in sports club administration or apparel/merchandise industry.
- Intermediate Excel/Google Sheets skills (e.g. VLOOKUP, pivot tables for reconciling orders).
Pay: £27,000.00-£30,000.00 per year
Benefits:
- Additional leave
- Casual dress
- Company events
- Employee discount
- Free parking
- On-site parking
- Private medical insurance
- Store discount
Work Location: In person
