OPERATIONS & OFFICE ASSISTANT
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Key skills for this role
About the Role
**Location:** Fitzrovia, London (Office Based) **Reporting To:** CEO & Finance Consultant **Salary:** £34–£36,000 depending on experience **Holiday:** 25 plus Bank Holidays Annual Bonus depending on company performance **ABOUT MOODS** MOODS 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 partners
Key Skills for This Role
Full Job Posting
Salary
£34–£36,000 depending on experience
25 Plus Bank Holidays
Annual Bonus depending on company performance
ABOUT MOODS
MOODS 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 Role
The 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.
Order Management & Fulfilment
- 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.
Inventory & Warehouse Coordination
- 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.
Reporting & Administration
- 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.
Samples, Testers & Customer Service
- 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.
Office Support
- Order office supplies, packaging and consumables.
- Maintain organised filing and administrative systems.
- Support the wider team with general office administration and ad hoc projects.
Essential
- 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.
Desirable
- Experience within beauty, wellness, retail or e-commerce.
- Experience working with third-party warehouses or logistics providers.
- Shopify experience.
- Inventory or customer operations experience.
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