ICONIC LONDON
Retail Sales Coordinator
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Retail Sales Coordinator - UK/EMEA
Location: London / Hybrid (UK based)
About ICONIC London
ICONIC London is a fast-growing colour cosmetics brand founded ten years ago. Born online and through social media, the brand has built a highly engaged global community and a strong digital presence. Alongside our direct-to-consumer business, ICONIC London partners with leading retailers globally, including Sephora, Boots, Marks and Spencer, Cult Beauty and Look fantastic, with continued expansion across the UK and international markets.
The Role
We are looking for a highly organised, commercially curious and proactive Retail Sales Coordinator to join our Sales team. This role sits at the heart of the day-to-day running of our UK and international retail and distribution business, providing critical support across retail operations, trade planning, sales reporting, commercial analysis and retailer execution. You will help ensure that launches, promotions and marketing activity are delivered seamlessly across our retail partners, while maintaining a clear view of performance, identifying opportunities and flagging risks to the wider Sales team. The ideal candidate will have exceptional attention to detail, strong Excel skills and a genuine interest in retail and commercial performance. You will be someone who enjoys bringing organisation and structure to a fast-paced environment and proactively follows tasks through to completion.
Key Responsibilities
Retail Operations & Administration
- Support the day-to-day management of UK and international retail and distribution partners.
- Complete and submit retailer and distributor documentation accurately and within agreed deadlines, including New Line Forms and new product set-up documentation.
- Maintain accurate and up-to-date retailer product information, including product descriptions, pricing, barcodes, dimensions, imagery and launch information.
- Manage retailer product set-up processes and portals, ensuring new products are successfully listed and live ahead of launch.
- Coordinate retailer requests for product information, marketing assets, samples and other materials.
- Maintain key retailer documentation, contact lists and commercial information.
- Support with sample and product send-outs for retailer meetings, launches, events and marketing activity.
- Provide general operational support to the Sales team and retail partners as required.
Retail Activity & Trade Planning
- Own and maintain a central Retail Activity Calendar, providing a clear view of planned activity across all retail partners.
- Track retailer promotional activity, marketing activity, product launches, sampling, GWP, visibility, retailer events and key trading moments.
- Coordinate key deadlines and deliverables across Sales, Marketing, Operations and other internal teams to ensure activity is delivered on time.
- Proactively follow up on outstanding actions and flag risks or delays ahead of deadlines.
- Track planned versus delivered retailer activity to ensure agreed support has been executed.
- Support the Sales team with post-activity reviews, including promotional and marketing performance where data is available.
- Maintain an accurate record of historical retailer activity to support future retailer planning and strategy.
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Sales Reporting & Commercial Analysis
- Own the timely and accurate update of weekly and monthly retail sales reporting.
- Analyse performance across retailers, categories, products and launches, highlighting key trends and changes.
- Track performance versus prior year, target and forecast where applicable.
- Identify and communicate key risks and opportunities within retailer performance.
- Monitor top and bottom-performing products and categories and highlight significant changes in performance.
- Support analysis of promotional activity, launches and key trading periods to understand performance and sales uplift.
- Identify potential drivers of performance, including stock availability, promotional activity, marketing support and product mix.
- Create ad hoc commercial analysis and Excel reporting to support retailer meetings, forecasts and business planning.
- Continuously look for opportunities to improve and automate reporting to increase efficiency and accuracy.
Retailer.com Excellence
- Conduct regular audits of retailer websites to ensure ICONIC London is represented accurately and consistently.
- Monitor new product launches to ensure products are live on time with correct imagery, copy, pricing, shade information and product details.
- Review product pages and brand landing pages and flag opportunities to improve content and brand presentation.
- Monitor stock availability and identify prolonged or commercially significant out-of-stock issues.
- Ensure promotional activity is correctly reflected across retailer websites.
- Monitor product categorisation, onsite search visibility and overall discoverability of key products where relevant.
- Flag missing, outdated or incorrect retailer content and coordinate with relevant teams to resolve issues.
- Monitor competitor and category activity across key retail partners and highlight relevant observations or opportunities to the Sales team.
Retailer & Cross-Functional Coordination
- Act as a first point of contact for day-to-day retailer and distributor queries, ensuring requests are responded to promptly and accurately.
- Build strong working relationships with retail partners and internal teams.
- Support the preparation of retailer meetings, including sales analysis, presentations and supporting materials.
- Maintain meeting notes and action trackers where required, ensuring agreed actions are followed through to completion.
- Work closely with Marketing, Operations, Finance, NPD and other departments to coordinate retailer requirements and deadlines.
- Support the Sales team with retailer presentations, sell-in materials and business reviews.
- Help ensure clear communication of launches, promotions, marketing activity and other key commercial information across the business.
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About You
You will be highly organised and comfortable working across multiple retailers, projects and deadlines simultaneously. You will have strong attention to detail while also being interested in understanding the bigger commercial picture behind the numbers. You will be proactive rather than reactive – spotting issues, following up on outstanding actions and looking for ways to improve how the team works. Most importantly, you will be someone who takes ownership and enjoys making things happen in a fast-paced, entrepreneurial environment.
Essential Skills & Experience
- Excellent organisation and time-management skills, with the ability to manage multiple priorities and deadlines.
- Strong attention to detail and commitment to accuracy.
- Excellent written and verbal communication skills.
- Strong relationship-building skills and confidence communicating with internal and external stakeholders.
- Strong Microsoft Office skills, particularly Excel and PowerPoint.
- Confident working with data and able to identify and communicate key trends and insights.
- Comfortable working with large spreadsheets and creating clear, accurate reports.
- Proactive approach with the ability to identify issues and follow tasks through to completion.
- Strong problem-solving skills and willingness to suggest improvements to existing processes.
- Collaborative team player who is comfortable working in a fast-paced environment.
Desirable
- Previous experience within a Sales, Commercial, Retail, Ecommerce or Account Management support role.
- Experience working with retail partners or retailer portals.
- Experience within Beauty, FMCG, Fashion or another consumer-led industry.
- Experience analysing retail sales or sell-out data.
- An understanding of ecommerce and retailer.com best practice.
- Advanced Excel skills, including PivotTables, XLOOKUP and data manipulation; experience with reporting automation would be advantageous.
Benefits
- Competitive base salary.
- Discretionary quarterly bonus.
- Hybrid working with flexibility to work from home, for UK-based employees where applicable.
- 25 days' holiday plus bank holidays and a day off for your birthday.
- Excellent training and development opportunities.
- Generous product discount.
- Opportunity to work as part of the HQ team of an exciting, rapidly expanding global beauty brand.
- A role with genuine exposure across the commercial business and the opportunity to develop towards future Sales and Account Management roles.
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