At a Glance
- Tasks: Support daily operations, manage customer orders, and coordinate with warehouse partners.
- Company: Fast-growing wellness and beauty brand focused on modern lifestyle products.
- Benefits: Annual bonus based on performance, dynamic work environment, and growth opportunities.
- Other info: Perfect for those passionate about beauty, wellness, and e-commerce.
- Why this job: Join a vibrant team and play a key role in a thriving company.
- Qualifications: Organised, detail-oriented, and experienced with Xero or similar systems.
The predicted salary is between 25000 - 30000 £ per year.
ABOUT MOODSMOODS is a fast-growing wellness and beauty brand combining clinically validated aromatherapy with modern lifestyle products. We work across e-commerce, luxury retail, hospitality and world-class spa partnerships, and are looking for an organised, proactive and detail-oriented Operations & Office Assistant to support the next stage of our growth. This role sits at the centre of the business and is ideal for someone who enjoys organisation, problem-solving and helping a growing company run efficiently.
THE ROLEThe Operations & Office Assistant will support the day-to-day running of MOODS across customer orders, warehouse operations, stock management, reporting, customer service and general office administration. You will act as a key link between our customers, warehouse partners, finance function and internal team, ensuring that orders are processed accurately, stock is managed effectively and operational processes run smoothly.
KEY RESPONSIBILITIES
- Receive and acknowledge customer purchase orders.
- Confirm stock availability and expected shipping dates.
- Process customer orders through Xero.
- Liaise with sales colleagues regarding special order requirements, testers, promotional materials and delivery instructions.
- Coordinate fulfilment with warehouse partners.
- Monitor shipments and ensure orders are dispatched accurately and on time.
- Notify customers when orders have shipped.
- Manage all Onboarding documentation on processes for new accounts.
- Ensure customers are set up on Xero accurately and with correct information for processing and invoicing.
- Conduct weekly stock reconciliations and inventory reviews - shared each Friday.
- Monitor stock levels across retail, professional, tester and sample inventory. Call out low stock levels for replenishment or discontinuation.
- Investigate stock discrepancies and resolve issues with warehouse partners.
- Produce weekly stock reports and highlight potential supply risks.
- Produce weekly reports covering open orders, invoiced orders and stock levels.
- Compile supplier invoices, receipts and expense documentation for monthly accounting.
- Maintain accurate records across Xero and internal reporting systems.
- Support month-end administration and operational reporting.
- Coordinate tester, merchandising and sample requests from retail and spa partners.
- Manage PR and influencer mailings.
- Support customer service enquiries and order-related queries.
- Ensure a professional and responsive customer experience.
- Order office supplies, packaging and consumables.
- Maintain organised filing and administrative systems.
- Support the wider team with general office administration and ad hoc projects.
SKILLS & EXPERIENCE
- Highly organised with exceptional attention to detail.
- Strong administrative and communication skills.
- Experience using Xero or similar systems.
- Good Excel and Google Sheets skills.
- Ability to manage multiple priorities and work independently.
- Positive, proactive and solutions-focused attitude.
- Experience within beauty, wellness, retail or e-commerce.
- Experience working with third-party warehouses or logistics providers.
- Shopify experience.
- Inventory or customer operations experience.
OPERATIONS & OFFICE ASSISTANT employer: Moods
MOODS is an exceptional employer that fosters a vibrant and supportive work culture, perfect for those passionate about wellness and beauty. With opportunities for professional growth and a focus on teamwork, employees enjoy a dynamic environment where their contributions directly impact the company's success. Located in a fast-paced industry, MOODS offers competitive benefits, including an annual bonus based on company performance, making it an ideal place for individuals seeking meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land OPERATIONS & OFFICE ASSISTANT
✨Get to Know Your E-commerce Community
Dive into specific e-commerce forums and groups on platforms like Reddit or Facebook. Engaging with these communities can open up opportunities and give you insights into what companies like Moods are looking for when hiring for a OPERATIONS & OFFICE ASSISTANT.
✨Showcase Your Skills with an Online Portfolio
In e-commerce, a strong online presence can set you apart. Create a portfolio that highlights any projects, case studies, or even personal ventures related to e-commerce. When you apply to Moods for the OPERATIONS & OFFICE ASSISTANT, a tangible demonstration of your skills could make a huge difference.
✨Attend E-commerce Events and Conferences
Keep an eye on e-commerce conferences and workshops in your area. Not only will you gain valuable knowledge, but networking with industry professionals could lead to job leads. Plus, if you're keen to work at Moods as a OPERATIONS & OFFICE ASSISTANT, rub shoulders with their representatives when possible!
✨Utilise Company Resources
Don’t forget to check out Moods’s career page for any unique application processes or opportunities that might not be listed on job boards. Applying directly through their website might give your application a bit more visibility, especially for a OPERATIONS & OFFICE ASSISTANT.
We think you need these skills to ace OPERATIONS & OFFICE ASSISTANT
Some tips for your application 🫡
Show Off Your E-Commerce Savviness:When you're applying for an e-commerce role at Moods, make sure your CV reflects your familiarity with online retail platforms, digital marketing, and user experience. Highlight any relevant tools and technologies you've used, like Shopify or Google Analytics, to demonstrate that you’re well-versed in the industry.
Craft a Compelling Cover Letter:Your cover letter should not just reiterate your CV; it’s your chance to showcase your passion for e-commerce and how it aligns with Moods's goals. Mention specific projects or achievements that relate to the role, and don’t forget to express your enthusiasm for working in a dynamic, fast-paced environment where you can make a tangible impact.
Metrics Matter:In the world of e-commerce, numbers speak volumes. When detailing your past experiences, quantify your achievements wherever possible—like the percentage of sales growth you contributed to or successful conversion rates from marketing campaigns. This will make your application stand out and show that you're results-driven.
Tailor Your Application:Don’t forget to customise your CV and cover letter for the specific position at Moods. Use keywords from the job description, and address the unique challenges the company may face in the e-commerce space. A personalised application helps us see that you're not just applying everywhere but are genuinely interested in being part of our team.
How to prepare for a job interview at Moods
✨Show Off Your E-commerce Know-How
In a sector like e-commerce, having a strong grasp of current trends and technologies is crucial. Let’s make sure you’ve brushed up on key platforms that Moods uses—think about popular e-commerce software, digital marketing strategies, and how these affect consumer behaviour. Being able to discuss these intelligently can really set you apart.
✨Portfolio Power: Showcase Your Results
For a full-time e-commerce role, it’s key for us to present a portfolio that highlights your results rather than just your tasks. If you’ve worked on campaigns or projects, bring examples that showcase your contribution and the impact they made—use metrics if you can! This helps to illustrate your value in a real-world context.
✨Technical Questions: Prep for the Specifics
Get ready to tackle some technical questions related to e-commerce analytics, SEO tools, or website optimisation. Think about any past experiences where you utilised data to inform decisions or improve sales. Being prepared with specific examples will showcase not just your knowledge, but also your practical application of it, which we all know is crucial!
✨Engage in a Conversational Style
Full-time interviews can feel quite formal, but try to keep it conversational, especially if you click with your interviewers at Moods. Share your thoughts and ideas about the future of e-commerce, and don’t shy away from engaging with their questions openly. The more genuine and relatable you are, the better connection you’ll create!
