Operations Executive - UK / EMEA

About the Company

Aromaria is a luxury fragrance business that began in Mexico and has been highlighted by Forbes as one of the 30 Promising Companies of 2023. The brand now serves customers in the USA and Europe, and works through two distinct lines: a consumer-facing home fragrance brand and Aromaria Air, a B2B scenting service that creates custom scent experiences for hospitality, retail, and events. The company is focused on building strong emotional links between places, brands, and the people who experience them.

Role Overview

This is a highly hands-on, execution-led operations position. You will be responsible for keeping the EMEA business moving by overseeing shipments and deliveries, working daily with the Regent Street team, and coordinating closely with the headquarters in Mexico City. This is not a delegating role; it requires someone who takes ownership and gets work completed directly.

Core Responsibilities

Logistics and Shipping

• Run the full delivery process for EMEA, including inbound shipments from Mexico HQ and outbound deliveries to customers and partners across Europe, the Middle East, and Africa.
• Manage freight, courier, and final-mile transport by choosing providers, negotiating pricing, and following each shipment through to completion.
• Prepare and manage customs paperwork, import/export compliance requirements, and duty-related matters across EMEA territories.
• Work with third-party logistics companies and warehouse partners.
• Respond quickly to shipment delays, mismatches, and inventory gaps.

Operations and Coordination

• Monitor stock levels for the London boutique and any external storage locations, keeping inventory accurate at all times.
• Build, improve, and maintain operating procedures, SOPs, and tracking tools that make the business more efficient.
• Serve as the main operations contact between the London team and Mexico HQ, managing time zone differences, priorities, and business needs.
• Support fulfilment for the UK Shopify store and B2B accounts, ensuring orders are processed correctly and on time.
• Work with sales and client-facing teams on delivery schedules, custom orders, and client-specific logistics needs.

Administration and Reporting

• Keep reliable records of shipments, stock movement, supplier invoices, and operating expenses.
• Prepare regular updates on logistics performance, fulfilment results, and operational KPIs.
• Manage supplier and courier relationships, including review meetings and escalation handling.

Requirements

Essential

• At least 4 years of experience in operations, logistics, supply chain, or fulfilment, preferably in a product-led business.
• At least 4 years of professional experience using HubSpot, Klaviyo, and monday.com.
• Solid background in international shipping and customs, including import/export procedures.
• Strong organisation skills, excellent attention to detail, and a practical, solution-oriented approach.
• Clear and confident communication skills for working across time zones and with international stakeholders.
• Comfortable working independently and taking complete responsibility for your workload without supervision.
• Based in London, or willing to commute/relocate, and able to work from Regent Street five days a week.
• Legally permitted to work in the United Kingdom.

Desirable

• Experience in luxury, beauty, lifestyle, or other premium consumer goods businesses.
• Exposure to Shopify or e-commerce fulfilment operations.
• Understanding of freight forwarding, courier systems, or warehouse tools.
• Spanish language ability, which would help with communication with headquarters.

What We Offer

• The chance to work closely with a fast-scaling luxury fragrance company with ambitious international growth plans.
• A practical, high-responsibility role where your contribution will be visible from the outset.
• A flagship office on Regent Street, positioned in the centre of London’s luxury retail area.
• A creative, passionate team culture built around quality and craftsmanship.
• Strong potential to grow alongside the business as EMEA operations expand.

Interview Process

• Video pre-screen: shortlisted candidates will need to send a short 2-minute introduction video explaining themselves and their interest in the role. Candidates who do not wish to submit a pre-screening video should not apply.
• Initial interview: an online meeting to review experience, capabilities, and fit for the role.
• Final interview: an in-person interview at the Regent Street office in London.