Job Description

About Us

At EcoScent, we specialise in enhancing customer experiences through the power of scent. From premium fragrance oils to advanced scent systems, we work with leading brands across hospitality, retail, and luxury sectors. As our business grows, we're looking for an experienced Operations Administrator to ensure the smooth day-to-day running of our operations while supporting the team with IT coordination, systems management, and client support.

The Role

This is a varied and fast-paced role, ideal for someone with strong organisational skills, excellent attention to detail, and a proactive, solutions-focused mindset. You'll support the wider Operations team with administrative, data management, and systems tasks, handle client queries via phone, email, and CRM, and act as the first point of contact for IT-related matters within the business.

Key Responsibilities

Operations Administration

Maintain and oversee rental schedules, client data, and bookings, ensuring all records are accurate and up to date. Process and track high volumes of operational transactions, including service and delivery records. Generate reports to support operational planning and business performance tracking. Assist with process improvements to drive efficiency, accuracy, and compliance across operations. Support the Operations and Logistics teams with administrative coordination, scheduling, and documentation.

Client & Customer Support

Handle client queries professionally via phone, email, and CRM. Record and maintain client interactions in the CRM system, ensuring accurate and up-to-date information. Respond promptly to requests regarding rentals, deliveries, service support, or technical issues. Proactively follow up with clients to ensure satisfaction, escalate issues appropriately, and communicate progress clearly. Support client onboarding and provide guidance on product use, rental agreements, and company procedures as needed.

IT Support & Systems Coordination

Act as the first point of contact for day-to-day IT and technology issues. Manage setup of new team members, including hardware allocation, email accounts, software access, and phone setup. Troubleshoot common IT problems (network connectivity, hardware/software issues, system access) and escalate to external IT support when required. Maintain an up-to-date record of IT equipment, licenses, passwords, and user accounts. Liaise with third-party IT providers and telecoms suppliers to ensure timely resolution of issues. Coordinate software updates and renewals (Microsoft 365, CRM platforms, antivirus, etc.). Support the maintenance and improvement of company systems, databases, and shared drives. Provide guidance to team members to improve digital efficiency.

Required Skills & Experience

Proven experience in operations administration, office management, IT coordination, or customer support. Strong IT literacy, including Microsoft 365, Apple/macOS applications, cloud storage, and CRM systems. Experience managing client interactions via phone, email, and CRM, ensuring professional and timely responses. Familiarity with troubleshooting common IT or hardware issues (desktops, phones, laptops, tablets, printers, networks). Excellent attention to detail and accuracy when managing large datasets and client records. Strong organisational and multitasking abilities with a proactive, problem-solving approach. Effective written and verbal communication skills; able to liaise confidently across departments, with clients, and external partners. Ability to follow up on client queries, escalate issues appropriately, and maintain accurate CRM records. Experience liaising with external IT or telecoms providers (desirable). Ability to balance operational, administrative, IT, and client support responsibilities in a fast-paced environment.

Competencies

Self-starter; able to work independently with minimal supervision. Adaptable and calm under pressure. Strong analytical and problem-solving mindset. High integrity and commitment to accuracy. Collaborative team player with a positive, "can-do" attitude. Proactive and resourceful -- sees challenges as opportunities to improve processes.

What We Offer

Competitive salary Annual performance-related bonus Company pension scheme Yearly personal wellness day Wellness Day Private Healthcare Free Gym Membership Staff discounts on products On-the-job training and clear progression opportunities Friendly, close-knit team environment

Working Hours

Monday to Friday, 09:00 - 17:30
(Some flexibility may be required during busy periods or special projects.)

Our Values

We're proud of our strong team culture and are looking for people who share our core values:

Community Obsessed:

You understand our customers and deliver world-class service with enthusiasm and care.

Open:

You're honest, engaged, and committed to learning and improving.

Give A Damn:

You take pride in your work, care about the details, and support your team.

Proactive & Solution-Driven:

You take initiative, think creatively, and follow through with determination.

Equal Opportunities

EcoScent is an equal opportunity employer and considers all qualified applicants equally, without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.

Apply Now

If you're organised, dependable, and enjoy working in a hands-on, fast-paced environment, we'd love to hear from you.

Hit

"Apply"

-- we want to meet you!

Job Types: Full-time, Permanent

Pay: 25,000.00-30,000.00 per year

Benefits:

Company events Company pension Employee discount Flexitime Free parking Gym membership Health & wellbeing programme Sick pay
Ability to commute/relocate:

London SE10 9QF: reliably commute or plan to relocate before starting work (required)
Application question(s):

What made you apply for this role at EcoScent?
Experience:

customer service: 3 years (required) Operations: 3 years (required) IT management: 3 years (required)
Work Location: In person