Circular Operations Coordinator
FairPhone B.V. · Amsterdam · hybrid
About Fairphone
Fairphone is more than just a company - we are a global leader in sustainable, modular electronics, on a mission to change the electronics industry from the inside out. Built on strong social and environmental values, we are a diverse and inclusive team from all walks of life creating market consumer electronics that make a real impact.
At Fairphone, you will find a supportive and safe space where everyone can be themselves, collaborate openly, and have the freedom to learn and grow - because that’s how we innovate and drive change together!
So… are you a proactive, self-motivated team player who loves taking initiative and bringing positive energy? Do you thrive in a fast-moving start-up or scale-up environment? Are you a great communicator who values collaboration and embraces different perspectives? And most importantly, do you feel a strong connection to Fairphone’s mission and values? If you're nodding along and thinking, “Yes, that’s me!”, then check out our vacancy below!
Please know that we acknowledge that we are living in a time where the use of AI can bring many efficiencies and support. However, we want to know the real YOU. Please try to limit the use of AI tools to generate answers to the application; we value authenticity and encourage you to use your creativity!
- Location: Amsterdam-based position
- Hours: 40 hours per week
- Start: 15.01.2027 (or earlier)
- Contract duration: The 1st 12-month employment contract with the possibility of extension to permanent
- Deadline to apply: We review applications on a rolling basis. Please apply as soon as possible
About your role
As Circular Operations Coordinator, you join our Circular Operations team and report to the Head of Circular Operations. You keep Fairphone’s circular and logistics operations running smoothly, making sure devices, spare parts and returns flow efficiently between our 3PL warehouse partners and repair centers.
You handle spare parts and logistics topics with our repair centers and 3PL partners, keep our spare parts information accurate and up to date, and own our RMA portal end to end – from the experience consumers and sales partners have when submitting a return, to the self-troubleshooting content that helps them solve issues without needing a repair. You also support our Extended Producer Responsibility (EPR) compliance across our markets, for electronics (WEEE), batteries and packaging.
You work closely with Quality Operations, Finance, Product and Sales. You will thrive in this role if you enjoy bringing structure to many moving parts, communicate clearly with internal and external partners, and like using data to spot patterns and improve how things work. Every return handled well and every spare part delivered on time helps keep our products in use for longer.
Key Responsibilities & Objectives
Your Key Responsibilities Outbound & inbound logistics (3PL)
- Process and release outbound orders to our 3PL warehouse partners, and confirm inbound receipt of devices, spare parts and accessories against purchase orders and packing lists.
- Maintain accurate records of shipments, receipts and stock movements, and flag discrepancies or delays to the warehouse and internal stakeholders promptly.
- Liaise with our 3PL warehouse partners on day-to-day operational issues and escalations.
- Coordinate reverse logistics for orders, stock transfers and returns together with our repair centers.
Spare parts & trade compliance
- Maintain spare parts price lists, BOMs and SKUs per product and partner, and communicate updates, price changes and discontinued parts to every affected partner.
- Manage trade compliance topics such as shipping rules and cross-border spare parts and return filings.
RMA portal & self-service support
- Lead and administer the end-to-end operations of the RMA portal for consumers and sales partners.
- Monitor customer support channels for technical issues related to returns, and manage troubleshooting workflows with the Quality Operations team.
- Keep the self-troubleshooting tool up to date with the latest solutions and information.
- Categorize and prioritize customer issues with stakeholders, and analyze support data to identify recurring issues, trends, satisfaction and dissatisfaction drivers and improvement opportunities.
Extended Producer Responsibility (EPR)
- Keep Fairphone’s producer registrations for electronics (WEEE), batteries and packaging up to date in every country where we sell.
- Collect and validate placed-on-market data (units and weights per product, battery and packaging type, per country) with Sales, Finance and Product.
- Prepare and submit periodic EPR reports to national registers and producer responsibility organizations on time, and track related fees and invoices with Finance.
- Follow regulatory changes (such as the EU Battery Regulation and the Packaging and Packaging Waste Regulation) and flag their impact on operations, product data and partners.
- Support take-back and recycling obligations through the right collection and recycling channels.
Your Key Objectives
- Keep logistics flowing with our 3PL partners. Coordinate inbound and outbound operations with our 3PL warehouse partners: release outbound orders, confirm incoming stock against purchase orders and packing lists, and keep accurate records. Success means fast, on-time dispatches and accurate receipts with few discrepancies.
- Keep spare parts operations running smoothly. Maintain spare parts price lists, BOMs and SKUs per product and partner, communicate changes to our repair centers and 3PL partners on time, and handle trade compliance topics such as shipping rules and cross-border filings. Success means up-to-date master data and complete, timely communication of every change.
- Own and optimize the RMA portal. Be the primary owner of the RMA portal and its self-service tools. Success means faster RMA processing, more issues solved through self-troubleshooting, fewer No Fault Found cases, fewer recurring issues over time and a better experience for customers.
- Support Extended Producer Responsibility (EPR) compliance. Keep our producer registrations up to date per country, collect placed-on-market data and submit EPR reports to national registers and compliance schemes on time. Success means every report is submitted on time, without corrections or penalties.
Core Activities
- Process and release outbound orders to the 3PL warehouse for same-day or next-day dispatch, and confirm incoming shipments against purchase orders and packing lists.
- Resolve outbound or inbound discrepancies and delays with the warehouse.
- Coordinate stock transfers, returns, and repairs with repair centers.
- Manage incoming requests and daily operations within the RMA portal.
- Update technical solutions in the self-troubleshooting tool.
- Review support data and report recurring issue trends and customer satisfaction to stakeholders.
- Collect placed-on-market data and prepare EPR reports in line with country deadlines (monthly, quarterly, or yearly).
- Answer questions from compliance schemes and national registers, keeping the EPR registration and reporting tracker up to date.
Your Skills & Experience
- You have a minimum of 3 years of experience in operations, quality or customer-facing roles (comparable experience gained through internships also counts).
- Ideally, you have a bachelor’s degree (or comparable education) in Operations, Logistics or Quality.
- You have excellent written and verbal communication skills in English; German, French or Dutch is/are a plus!
- You communicate effectively with cross-functional teams and external partners.
- You prioritize well and are comfortable working with strict deadlines.
- You are comfortable working with Microsoft Office (particularly Excel).
- Experience in the consumer electronics industry and with ERP systems and RMA portals is a plus.
- Knowledge of Extended Prod