Operations/Office Assistant
SKILLS
FULL DESCRIPTION
Job summary
In the role of Operations/Office Assistant, you will report directly to the Head of Manufacturing and Operations and work closely with the general Head Office Team. You will support the day-to-day operations of the business by providing essential administrative and operational assistance. Additionally, you will help ensure compliance with data protection regulations, assisting in maintaining accurate and secure data management practices across all operational processes.
Please send your Cover Letter and CV to [contact hidden]
Assist the Head of Operations with various duties, including:
About the position
Your responsibilities and the qualities we're looking for.
- Purchase Order Management: Process operational purchase orders, update delivery statuses, verify costs, and ensure order acknowledgments are received. Monitor order dates to prevent stock shortages.
- Product and Stock Management: Upload and maintain product information and Bills of Materials (BOMs) in Unleashed. Prepare weekly stock reports with summaries for the Head of Operations.
- Cost Management and Efficiency: Create costing sheet templates, maintain quote trackers, and audit supplier costs to identify cost-effective alternatives without compromising quality. Explore bulk purchasing or long-term supplier partnerships.
- Regulatory Support: Manage international cosmetic portals, including new product registrations (e.g., Cosmetic Product Notification Portal, CPNP).
- Wastage Monitoring: Track and report product wastage and overfilling to identify opportunities for improving production efficiency.
- Manage product listings and marketing materials across sales platforms (e.g., Amazon, TikTok).
- Prepare and organise essential documents, such as new line forms and registration documents, for seamless access by the Sales Team.
- Conduct weekly audits and manage stock orders to ensure inventory accuracy.
- Provide customer support during the absence of the Customer Service Assistant, addressing inquiries and complaints.
- Support and manage stationery orders for the Head Office.
- Oversee office communications, including categorising and sorting emails and post.
- Perform general office duties, including welcoming clients and guests.
- Assist with onboarding new employees and setting up office systems/software.
Our requirements
You will need to meet these requirements to be eligible for the position.
- Strong organisational and administrative skills, with attention to detail in data management and compliance.
- Experience in purchase order processing, stock reporting, and product information systems (e.g., Unleashed).
- Proficiency in managing product listings and preparing marketing or operational documents.
- Familiarity with international product registration portals (e.g., CPNP) is a plus.
- Strong communication skills for customer support and office correspondence.
- Ability to identify cost-saving opportunities and streamline operational processes.
- Experience in onboarding new employees and setting up office systems/software.
Our offer
This position comes with the following benefits and compensation.
- A small, friendly team with exposure to all parts of the business
- Opportunity to progress within an organisation
- Central London head office location
- Increase in holiday entitlement with longevity
- Company pension scheme
- Staff discount on products and treatments
- Employee referral scheme
- Complimentary gym sessions opportunity per week
About us
[Employer hidden — view at passion-project.co.uk] is not just a brand, it's a globally recognised symbol of excellence in the beauty industry. It blends advanced medical science and podiatry with beauty, offering a distinctive range of effective, luxurious treatments and products for Feet, Hands, and legs. Founded and guided by Margaret herself, our brand is a leader in prioritising feet and hands in the beauty industry.
Margaret was honoured with an OBE in the 2023 New Year's Honours List for her contributions to Business and Podiatry, her entrepreneurial spirit, and her pioneering a new wellness category in beauty for foot, hand, and leg care.
Margaret Dabbs London is committed to creating a diverse workforce. Candidates from diverse backgrounds are strongly encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, gender, gender identity or expression, sexual orientation, national origin, marital status, age, or any other characteristic protected by law. status, age, or any other legally protected characteristic.