Assistant Operations Manager

AWARD WINNING HAIR CAREWe wholeheartedly believe that healthy hair can change your life, and this underpins everything we stand for and work towards. Here at Philip Kingsley, we understand that hair is more than just a style, it’s an intrinsic part of your identity. Our founder, Philip Kingsley, always said: “hair is the single most important part of the anatomy affecting our psyche”. We understand that it’s not just how you look that defines you, but how you feel, which is why we don’t just treat your hair, we treat you as a whole. We promise to help put a bounce in your hair and your step.From our Trichological Clinics in Mayfair, London and New York, USA, to our high-performance hair care ranges, Philip Kingsley exists to make hair care a source of happiness, empowerment and wellness. We are Trichologists (hair and scalp specialists) who care deeply about giving you the best head of hair possible. Your hair is your crowning glory. It is your confidence, your identity, your self-esteem. It is a reflection of your physical and emotional wellbeing.We are where science meets psychology, equipping you with the tools to feel good about yourself and your hair. Our proven products, innovation and holistic advice from diet and lifestyle to our in-Clinic treatments, enable you to learn more about the complex needs of hair and scalp health, helping you to achieve the life-changing results that thousands of other Clients and Customers have experienced too. Job Title: Assistant Operations ManagerPhilip Kingsley operates across key retail partners, salons, our own clinics in London and New York, and online. We are increasing our efforts to drive sustainability at the heart of our supply chain, products and packaging and therefore a strong operations team is imperative to our growth and success. The role:As Assistant Operations Manager, you will play a key role in ensuring the smooth running and continuous improvement of our end-to-end operations — from order processing and logistics to stock management and systems optimisation. Reporting to the Senior supply chain Manager, you’ll act as the day-to-day lead for outbound logistics, order fulfilment, and 3PL partner management, supporting our growing retail, distributor, and D2C channels across the UK, US, and international markets.Key Responsibilities:Oversee and optimise all outbound logistics operations across B2B, D2C, and distributor channels.Primary contact for UK and US 3PL partners; lead regular performance meetings, monitor KPIs and SLAs, and ensure corrective actions are implemented.Manage international freight partners — negotiating rates, approving invoices, and monitoring costs per consignment and unit.Coordinate imports/exports and ensure all documentation and compliance requirements are met.Oversee timely and accurate processing of customer and wholesale orders via ERP (Access Dimensions) and related systems.Act as ERP / system super-user — ensuring data integrity, troubleshooting issues, and supporting training across the team.Champion EDI order management; standardise and document best practice processes for all EDI customers.Support web order invoicing (UK weekly / US monthly) and ensure accurate handover to Finance at month-end.Support stock accuracy across all locations and systems; oversee weekly stock reconciliations with 3PLs.Manage stock adjustments, transfers, and kit builds (until full stock integration is achieved).Partner with Demand Planning to manage shipments to 3PLG (US), ensuring timely replenishment and cost efficiency.Document and implement SOPs for all outbound and logistics processes.Identify inefficiencies, analyse root causes, and propose practical solutions to streamline workflows.Track and report on operational KPIs, cost saving initiatives, and freight expenditure.Contribute to wider business projects — supporting the Supply chain Manager in project delivery and strategic initiatives.Skills and experience:Previous experience in an operations, logistics, or supply chain role within a consumer goods or beauty/FMCG environment.Strong working knowledge of ERP systems (Access Dimensions desirable) and Excel.Experience managing or working closely with 3PL partners and freight providers.Confident communicator — able to collaborate across departments and influence suppliers to meet deadlines.Exceptional attention to detail and organisational skills.Proactive, solutions-focused mindset with a drive for continuous improvement.A natural problem solver who enjoys getting things done and improving how they’re done.Calm and adaptable — comfortable balancing hands-on admin with strategic thinking.Collaborative, with strong team ethos and communication skills.Curious, analytical, and eager to learn within a fast-moving beauty brand.Positive “can-do” attitude with a genuine passion for operations and customer experience.PERKS AND BENEFITS·      Hybrid working.·      Flexi-time – core hours of 10:00 to 16:00.·      25 days annual leave plus bank holidays.·      An enhanced company pension scheme.·      An enhanced maternity/paternity policy.·      Regular team & company social events.·      2 days paid volunteering per annum·      Paid eye-tests & glasses allowance.·      Cycle to work scheme.·      Product discount.·      Desk allowance.DIVERSITY AND INCLUSIONWe’re committed to creating an inclusive workplace that promotes and values diversity. Organisations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, and perspective are better places to work. But more importantly, creating an environment where everyone, from any background, is welcome and can do their best work is the right thing to do.