Assistant Operations Manager
Location: Chatsworth, CA
Salary: $70,000-85,000 annually (Exempt)
Department: Wholesale
Reports to: Executive Management
Heretic Parfum is a craft luxury fragrance house blending artisan creativity with clean‑ingredient rigor. We operate a high‑mix, fast‑turn e‑commerce and wholesale model with global specialty partners and premium department stores. The Assistant Operations Manager is the execution engine behind compliant, on‑time, in‑full (OTIF) delivery to our retail partners and drop‑ship customers.
++Role Summary++
Own the day‑to‑day wholesale and drop‑ship order lifecycle from intake and allocations through fulfillment, invoicing, and chargeback prevention while building scalable processes and cross‑functional rhythms. You will translate fragrance launch calendars and production realities into clear ship plans, protect margin via vendor‑compliance excellence, and ensure our partners experience a white‑glove, luxury‑tier operation.
You will be measured on:
● OTIF rate (target ≥ 96%)
● Fill rate by account / SKU
● EDI ASN & invoice compliance (≥ 99% on‑time/accurate)
● Chargeback rate (% of sales) and recovery time
● Service Level Agreement adherence (same‑/next‑day ship, cancel rate < 1.5%)
● Inventory accuracy for allocated SKUs (cycle count deltas < 1%)
++Key Responsibilities++
1. Wholesale Order Management
● Own daily order flow for majors (e.g., Faire, Bergdorf Goodman, etc.) and specialty accounts: order entry, validation, allocations, pick/pack/ship release, invoicing.
● Build and socialize weekly fulfillment waves by account; publish ship lists and risk calls tied to production in‑dates.
● Manage all shipping set‑ups and SOPs; ensure catalog, pricing, images, pack standards, and SLAs remain current per vendor portals.
2. EDI & Vendor‑Compliance Excellence
● Manage EDI documents (850/860/855/856/810) end‑to‑end; ensure label, carton, routing, and routing‑guide compliance.
● Maintain the vendor‑requirement library (VAS, labeling, ticketing, ASN windows); track updates and drive internal adoption.
● Investigate chargebacks, determine root cause (routing, ASN, packaging, shortage), file disputes with evidence, and implement preventive controls.
3. Inventory, Allocation & Production Linkage
● Convert production plans and batch release dates into account‑level allocation rules (ATP, safety stock, launch holds).
● Partner with Warehouse to reconcile shortages/overages; run daily backorder and exception reviews.
● Support cycle counts on wholesale SKUs; reconcile variances and update allocations accordingly.
4. Cross‑Functional Orchestration
● Run the weekly Wholesale Ops meeting: open bookings vs. supply, risk/mitigation, and action owners; circulate minutes/recaps.
● Partner with Creative, Production, and DTC on discrepancies, returns, and shipping anomalies.
● Coordinate sampling and co‑op/ad requests; track spend vs. plan and logistics execution.
5. Reporting, Forecasting & Controls
● Publish in‑month visibility: what’s ready to ship, ETA to ship, what shipped by account/SKU.
● Produce a quarterly order‑fulfillment plan tied to launch calendar and production in‑dates; highlight revenue risk and mitigation.
6. International, Customs & Compliance (Beauty/CPG)
● Prepare commercial/pro‑forma invoices, HTS, country of origin, duties/tax estimates; confirm restricted destinations.
● Coordinate documentation packages (SDS, IFRA, ingredient statements) as required by partners.
● Support safe transport for perfumery products (UN1266, Class 3 Limited Quantity) under DOT/IATA/IMDG and carrier rules.
● Align with QA/Regulatory on Modernization of Cosmetics Regulation Act of 2022 (MoCRA) recordkeeping where operations interfaces (adverse event intake routing, lot traceability).
7. Process & Systems Ownership
● Document SOPs for order management, EDI exceptions, allocation rules, and chargeback prevention.
● Drive continuous improvement: packaging specs, cartonization, scan/label flows, routing tools, and shipping playbooks.
● Train cross‑functional partners on vendor requirements and operational cadences; be the internal go‑to for wholesale ops.
++Must‑Haves++
● 2–4 years in wholesale operations / supply chain / logistics within CPG, beauty, or adjacent retail.
● Hands‑on Shopify and EDI experience (ASNs, invoicing, routing‑guide compliance) and vendor portal proficiency.
● Advanced Excel/Google Sheets (vlookups/index‑match, pivot tables, basic PowerQuery); comfort with data hygiene and reconciliation.
● Clear written/verbal communication; meeting facilitation and crisp recap discipline.
● Bias to action, ownership mindset, and calm under deadline pressure.
Nice‑to‑Haves
● Experience with Katana, Netsuite and EDI networks (e.g., SPS Commerce, CommerceHub, Logicbroker).
● Beauty/fragrance shipping knowledge: Limited Quantity labeling, carrier hazmat policies, and returns handling.
● Familiarity with MoCRA basics, IFRA documentation, Prop 65, and international paperwork.
● BI or SQL basics; experience with WMS, ShipStation/ShipHero/Extensiv, or shipping coordination.
Tools You’ll Touch
Shopify, Katana (MRP), Faire, EDI network/portal(s), carrier portals, Google Workspace, Excel/Sheets, Slack.
Physical & Schedule Requirements
● On‑site presence in Chatsworth warehouse for wave releases, counts, and audits.
● Ability to lift up to 35 lbs occasionally; prolonged standing during QC/pack checks.
● Occasional early/late hours during launches or major promotions.
Compensation & Benefits
California Pay Range: ($70,000–$85,000 base). The final offer depends on skills, experience, and location. Benefits include paid time off, and product perks.
EEO Statement
Heretic Parfum celebrates individuality. We are an equal opportunity employer and consider all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any protected characteristic.