Operations & Office Coordinator

Location: London (Shoreditch) | Type: Full‑time, Entry Level

Role Overview

As the Operations & Office Coordinator at Kai Collective, you are the friendly first reply in our inbox and the pair of eyes that keeps our studio showroom‑ready. You’ll split your week between customer care (email, DMs, basic order queries), community engagement, and hands‑on upkeep of our office, sample rails, and supplies. Reporting to the Operations & E‑commerce Manager, you’ll ensure that customers feel heard and the workspace feels impeccable.

Customer Service

·       Respond to all customer emails and social‑platform DMs within 24 hours, using Kai’s tone of voice.

·       Resolve routine order, shipping, and returns questions; escalate complex or sensitive tickets.

·       Maintain and improve response templates and FAQs.

·       Engage with our community by liking and commenting on Kai posts and user‑generated content (UGC).

·       Assist with gifting emails and friendly, timely customer communications.

·       Provide seamless holiday cover—you and the Ops & E‑commerce Manager must never be off at the same time.

Office & Facilities Management

·       Keep office, storage room, and sample rails tidy, labelled, and photo‑ready.

·       Liaise with the cleaner; conduct spot checks on kitchen, meeting areas, and toilets.

·       Place monthly grocery and consumable orders (coffee, snacks, toiletries); restock before items run low.

·       Water plants, empty bins, empty recycling, and keep communal areas guest‑ready.

·       Receive, sort, and distribute incoming post and packages.

·       Run on‑site errands as needed (dry‑cleaning, prop collection, fabric sourcing, coffee/lunch runs).

Sample & Inventory Support

·       Prep, steam, and pack samples for shoots, press, gifting, and sample sales.

·       Transport or courier retired samples to the warehouse/3PL; update the tracker.

·       After shoots, inspect garments, arrange dry‑cleaning/repairs, and return pieces to the correct rail.

·       Remove gifted units from Shopify and log all send‑outs accurately.

·       Support sample‑sale research, pricing spreadsheets, and event organisation.

Shipping & Logistics

·       Generate labels and book couriers for influencer gifting, press sends, and urgent parcels.

·       Keep gifting and packing materials organised and well stocked.

·       Assist with keeping the influencer database current (sizes, addresses, preferences).

Events, Pop‑Ups & Shoot Support

·       Assist with campaign, content and e‑commerce shoot prep: rails, props, call sheets.

·       Help on‑site during shoots and events; support set‑up, guest care, and break‑down.

·       Help pack and transport product, props and supplies; reconcile inventory post‑event.

·       Research and plan logistics for upcoming brand trips and off‑site activations.

Admin, Content & Team Support

·       Organise UGC into clearly labelled folders and keep the library updated weekly.

·       Help with social‑asset organisation and scheduling in Notion/Drive or Later.

·       Assist with simple website updates and content tweaks (copy edits, banner swaps, image uploads).

·       Research content topics and newsletter ideas; compile inspiration decks.

·       Help manage and update shared spreadsheets (inventory counts, contact lists, cost trackers).

·       Run errands such as grabbing coffee & lunches.

Focus

·       Customer experience • Community engagement • Facilities excellence • Sample logistics

Key Skills & Qualities

·       Warm, empathetic written communicator with flawless spelling and grammar

·       Meticulous organiser who values order and cleanliness

·       Self‑starter with a proactive “see it, sort it” mindset

·       Physically comfortable lifting boxes/rails (up to ~15 kg) and running errands across London

·       Basic familiarity with e‑commerce and social‑media platforms—training provided

·       Full right to work in the UK; able to work occasional evenings/weekends for events

Please Note

·       Tasks outside the above scope may occasionally arise. You will always be given appropriate notice and time to complete them.

 

To apply for this role, please send your CV along with cover letter and/or portfolio to careers@kaicollective.com.

 

Operations & E‑Commerce Manager

Location: London (Shoreditch) | Type: Full‑time, Senior Level

Role Overview

As the Operations and E‑Commerce Manager at Kai Collective, you will be the operational backbone of our brand, ensuring that every moving part of our business runs with excellence. From logistics and inventory management to website upkeep and customer experience, you’ll lead key initiatives that keep our company efficient, customer‑obsessed, and always ahead of the curve. This is a high‑responsibility role ideal for someone who thrives in fast‑paced environments, loves building systems, and wants to help scale a global fashion brand.

Logistics & Order Dispatch

·       Ensure that all orders are dispatched swiftly and accurately, with minimal errors.

·       Oversee our transition to a third‑party logistics (3PL) partner and manage the relationship post‑transition.

·       Communicate with suppliers to ensure timely production and delivery of samples and bulk orders.

·       Manage goods‑in processes to ensure accuracy and efficiency.

·       Track international shipments, customs, and SLAs with global partners.

·       Handle and resolve chargebacks efficiently, submitting all necessary evidence via Shopify or relevant payment processors.

·       Log all dispatch errors to continuously improve fulfillment performance.

Stock Control

·       Ensure new stock is received, unboxed, counted, and processed accurately.

·       Perform and document regular stock counts, including the mandatory count every 30th April.

·       Ensure website stock quantities are always accurate.

·       Proactively create restock orders—our bestsellers should never be out of stock.

·       Provide barcodes to manufacturers for all new product orders.

·       Oversee 3PL inventory accuracy after transition.

Returns & Repacking

·       Ensure returns are processed in a timely manner.

·       Assess return items to determine if they need cleaning, repair, or can be restocked directly.

·       Coordinate necessary cleaning or alterations efficiently.

Website Management

·       Upload and maintain product listings with accurate names, descriptions, size guides, and specs.

·       Ensure that sold‑out products are scrubbed or marked appropriately.

·       Lead the implementation of new Shopify apps, features, or integrations.

·       Keep all site policies, FAQs, and product pages updated and clear.

·       Ensure product pages reflect the community by updating with customer images monthly.

·       Liaise with our developer/IT partner for bug fixes and updates.

Customer Service

·       Ensure all email and Instagram DM queries are answered promptly, thoughtfully, and in our brand voice.

·       Manage communications between our team and the 3PL customer service team.

·       Oversee hiring and development of a customer service team post‑3PL transition.

·       Create tone guidelines and response templates to ensure consistency.

Process Implementation

·       Build, document, and implement effective systems across all areas of the business.

·       Ensure all departments are operating in sync with our business calendar.

Sales Performance Analysis

·       Generate weekly sales summaries and low‑inventory reports.

·       Support purchasing decisions and product forecasting.

·       Share key trends and sales insights with the creative and social media teams to guide promotion strategy.

Sales, Sample Sales & Live Events

·       Plan and execute all sales, sample sales, pop‑ups, brand trips, and live events.

·       Create event budgets, timelines, and ensure smooth coordination across teams.

Office Admin & Team Logistics

·       Keep the office stocked, tidy, and functional, including supplies, meals for shoot days, and maintaining plants.

·       Draft and review contracts with support from AI and our lawyer.

·       Manage hiring logistics—reaching out to candidates, scheduling interviews, etc.

·       Handle incoming post and packages.

·       Oversee logistics for office moves, shoots, and inventory transfers.

·       Ensure all new hires complete the 'Guide to Working With Me' and introduce themselves to the team.

·       Post‑shoot, return and process clothes accordingly (back to stock, dry‑cleaning, sample rail, etc.).

Wholesale & Partnerships

·       Oversee all wholesale and brand collaboration operations.

·       Raise and manage invoices for partnerships.

Team Management

·       Manage and develop direct reports with regular 1:1s and performance reviews.

·       Foster team morale and support career growth.

Miscellaneous

·       Execute ad hoc administrative tasks such as product deliveries, errands, or special projects.

·       Proactively suggest new ideas and improvements across operations.

Key Skills & Qualities

·       Exceptionally organized with a strong attention to detail

·       Proactive, solution‑oriented, and able to take initiative

·       Excellent communication skills — both verbal and written

·       Minimum of 3 years’ experience in Operations

·       Proficient in using Shopify

·       Highly comfortable with Excel, Google Sheets, Slack, and working with 3PL partners

Please Note

·       Although this is a senior role, due to the nature of working in a small business, it will also involve some junior‑level tasks such as responding to customer service emails.

·       Tasks outside the above scope may occasionally arise. You will always be given appropriate notice and time to complete them.

 

To apply for this role, please send your CV along with cover letter and/or portfolio to careers@kaicollective.com.

 

Fashion Video Editor

Location: Remote / London (freelance) | Type: Part‑time / Freelance

Role Overview

This is a freelance / part‑time role focused on editing social media videos for YouTube, Instagram, and TikTok—adding a creative touch and ensuring our content resonates with our audience from start to finish. The ideal candidate is a creative storyteller with an eye for design and aesthetics, an incredible work ethic, and the ability to perform under pressure.

Key Responsibilities

·       Edit short‑form videos for Instagram, TikTok, and YouTube from footage provided by the social media team.

·       Collaborate with the in‑house team to refine footage into engaging, on‑brand content.

·       Optimise each video for specific platforms (dimensions, music, captions, subtitles, duration).

·       Implement motion graphics and colour grading to enhance video quality.

·       Stay updated on social‑media video trends and techniques to keep content fresh and engaging.

·       Ensure all video content is edited to brief, respecting budget and deadlines, and aligns with the Kai blueprint.

·       Conduct regular quality checks to guarantee product and message are presented optimally.

·       Contribute to team meetings when required.

Skills & Requirements

·       Exceptional multitasking ability with outstanding organisational skills; able to work under pressure to meet deadlines.

·       Proficiency with Adobe Premiere Pro, Final Cut Pro, and macOS.

·       Strong troubleshooting skills across editing, file management, colour grading, exporting, sound, and uploading.

·       Deep understanding of social‑media platforms to ensure full compatibility and performance.

·       Impeccable communication skills and a positive, dynamic response to change.

·       Constant drive to innovate, improve quality, and enhance efficiency across all video output.

·       Ability to work quickly and efficiently with a strong eye for detail and spotting errors.

·       Familiarity with motion graphics and colour grading.

·       Ability to work independently and meet deadlines in a fast‑paced environment.

·       Passion for creativity and commitment to excellence.

·       Familiarity with Kai Collective’s aesthetic and mission is a plus.

·       Minimum of 4+ years of experience in a similar role.

Please Note

·       Tasks outside the above scope may occasionally arise. You will always be given appropriate notice and time to complete them.

 

To apply for this role, please send your CV along with cover letter and/or portfolio to careers@kaicollective.com.