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OLVERUM - Sales Operations Assistant, Apothecary Division

OLVERUM - Sales Operations Assistant, Apothecary Division

Employer OLVERUM

Posted March 28th 2019

Hours Full Time

Salary £24k

Industry Beauty

Function Sales

Location London

Contract Employed

Get the Gloss Reference: 10433


The Orange Square Company is a leading distributor of luxury perfumes for both men and women in the UK. The Apothecary Division of the company, however, is exclusively concerned with the manufacture and distribution of the company’s own natural therapeutic bath and body brand, OLVERUM. As we work with premium brands, we pride ourselves on offering high-quality products with a service to match.

Sales Operations Assistants provide vital support to the company’s wholesale and retail functions. They handle a range of important administrative tasks, including but not limited to order processing, customer service, fraud detection for our e-commerce business and liaising with our external PR agency and web developer/operations. Sales Operations Assistants also provide a point of contact for both our trade and web customers with queries about orders and/or deliveries – both domestic and overseas. An efficient Sales Operations Assistant provides quality customer service and helps the company meet its financial targets.

We currently have a full-time vacancy for a Sales Operations Assistant in our Apothecary Division working exclusively on our proprietary brand, OLVERUM. Reporting to the Commercial Director for that division, the Sales Operations Assistant will be responsible for the following:


Sales Support

  • Invoicing store stock orders

  • Processing credit card payments by trade customers

  • Recording and filing all credit card payments

  • Recording and filing all overseas orders, payments and deliveries; monitoring stock levels domestically and in the UK

  • Handling logistics for stock transfer to our third-party logistics provider in the US and liaising with both our warehouse and theirs regarding the same

  • Creating export invoices for export stock transfers and export orders

  • Troubleshooting any domestic or export order shipping issues

  • Maintaining regular contact with domestic trade accounts (as per the established call schedule) to check on stock levels and soliciting replenishment orders

  • Working at trade shows, as necessary, assisting with sales, set up and break down of trade show stands and assisting the Marketing Coordinator with associated logistics

Receiving and Processing Product Orders

  • Dealing with customer orders via phone/email or EDI systems as directed and inputting them

  • Inputting stock orders as directed by your line manager

Inputting and Overseeing Delivery of Stock Orders

  • Overseeing and chasing delivery of both store and e-commerce orders – both domestic and overseas

  • Working closely with the warehouse manager and US third-party logistics partner to ensure all orders are booked in (if appropriate) and efficiently delivered

Customer Service

  • Fielding enquiries and complaints from trade customers and seeing them through to resolution

  • Acting as the first point of contact for telephone enquiries, both internal and external, and website enquiries

  • Promptly responding to customer enquiries and using initiative to resolve them whilst adhering to relevant guidelines at all times

  • Identifying customer complaints and taking ownership of them through to resolution in accordance with the complaint handling procedure

  • Pro-actively seek ways to improve the service to all our customers


  • Providing administrative back-up for the apothecary team including the creation of purchase order requisitions (PORs) as needed

  • Carrying out promptly any reasonable instructions or tasks set by your line manager


  • Good written and verbal English

  • Good customer care skills

  • Accuracy and attention to detail

  • Good organisational skills

  • Good computer skills

  • Knowledge of Microsoft Office & Excel

  • Ability to work under pressure and to deadlines

  • Ability to work independently and within a team

  • Quick to learn

  • Proactive

  • Enthusiastic, reliable and hardworking

  • Willing and able to travel on occasion, possibly internationally

Location: Based at Shoreditch, E1

Line Manager: Commercial Director, Apothecary Division

End date for applications: 15th April 2019

To apply, please send your CV and a covering letter to [email protected] quoting 'Get The Job'.

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