Administrative Assistant

About UsAir Aroma is a scent marketing agency founded in Melbourne, Australia with offices around the globe. Driven by minimalist, refined design and bespoke aromas, we design, develop and implement scent marketing solutions, by way of unforgettable scent experiences, ambient scenting and custom branded products.
As the industry leader with over twenty-five years of experience and a dedicated team of perfumers, storytellers, and designers, we’ve created custom scents for some of the most well-known and luxurious brands. We believe in impactful experiences, inspiring spaces, elevated design, and meaningful connections.
About The RoleDue to an internal promotion, we’re looking for a full-time, on-site Administration Assistant to provide friendly and reliable administration and reception support at our Australian headquarters. You’ll be part of a business that uses the power of scent to shape emotions and create memorable experiences for clients.
Working closely with Sales and collaborating across the wider business, you will quickly become an integral part of our organisation, delivering timely and detailed administration and customer service support. Working within our dedicated administration team, you will be responsible for:
Timely administration support to the Sales teamProviding excellent customer service to our customers, both on-line and in personUndertaking all travel related bookings, including flights, hotels etc.Scheduling appointments with customers for our techniciansMaintaining and managing our CRM and customer replenishment ordersPreparing marketing packs – collating the marketing materials and fragrance samplesStraight forward reception and supporting the broader team when needed.
This is a full-time, on-site role, with potential for genuine long-term career progression. In addition to working with beautiful products you will enjoy working with a range of different clients and industries, from luxury hotels to retail stores, fashion brands and automotive.
About youYou’re a strong communicator, with a friendly and helpful demeanourYou have demonstrated experience in administration or customer serviceYou’ll hold, or will be working towards, a tertiary qualification in business or marketing (preferred, but not essential)You take pride in keeping things organised and running smoothly, always meeting deadlines with easeYou thrive on managing competing priorities and staying calm under pressureYou’re comfortable using online systems, with Excel and Salesforce experience a bonus!You are detail-oriented and methodical, with a task-driven approachYou bring curiosity and enthusiasm for working in a creative, sensory-driven industry.
What We OfferA friendly, collaborative team passionate about what we doCompetitive salary and birthday leave!Generous staff discounts on all Air Aroma productsIn-depth training and ongoing mentoring to ensure you succeed!Chic new offices in Moorabbin, with end of trip facilities and on-site parkingA chance to make a real impact in a growing company
Are you ready to bring your energy and organisational skills to a team that’s changing the way people experience brands? To apply, submit your cover letter outlining your suitability for the role along with your CV. We will actively be reviewing applications – so don’t delay!