Assistant Operations Manager (One-Year Contract)
Diptyque · Hong Kong
Born in exuberant, ebullient Saint Germain, Paris, in 1961, Diptyque is a creator of evocative perfumes for the self and the home, scented skincare products and desirable decorative objects. Striking a balance between reverie, nature and art, Diptyque extends an invitation to step inside a universe replete with creations that set the imagination free to wander.
MAIN PURPOSE AND SCOPE
This is a one-year contract, with a strong prospect of conversion to a permanent role based on performance and business needs.
The Assistant Operations Manager is the operational backbone between Head Office and the nine Diptyque stores across Hong Kong and Macao. The role owns day-to-day retail operations, store administration, compliance and performance reporting, and acts as the primary counterpart to Store Managers
DUTIES & KEY RESPONSIBILITIES
1. Retail Operations Leadership
- Serve as the key contact between store teams and Head Office, ensuring consistent execution of shop rules, SOPs and service standards across Hong Kong and Macao.
- Partner with Store Managers to resolve operational issues promptly and maintain a high standard of customer experience.
- Coordinate store openings, renovations, trades, pop-ups and outposts, including administrative preparation, inventory set-up and process tracking.
- Support the Senior Retail Manager in setting, enforcing and monitoring store operating standards; lead process-improvement and SOP-optimization projects.
- Coordinate launch communications and collect store feedback for Marketing and Retail leadership.
- Support trade promotions, events and outpost execution with Marketing and store teams.
- Coordinate store early-closure arrangements and landlord communications.
2. Inventory Execution & Store Fulfilment
- Liaise with Planning and Logistics on weekly replenishment, transfer orders and delivery schedules; own store-side follow-up and exception handling.
- Arrange urgent orders and express deliveries on store request.
- Coordinate supplier returns, shop returns and in-store transfers with Stores, Logistics and Finance.
- Support shipment coordination and stock allocation in partnership with Marketing, the Retail Manager and Logistics.
- Oversee POSM, tester and GWP inventory flow with Marketing and Logistics.
- Process stock adjustments, write-offs and item journals with Finance.
- Lead stock-take and batch-freshness reviews with Stores, Finance and Logistics (cycle and half-yearly).
- Flag operational inventory risks (overstock, shortage, freshness, newness execution) to Planning and Retail leadership.
3. Store Administration & People Support
- Consolidate office orders across functions (HR, Marketing, Training) on a weekly basis.
- Manage petty cash and monitor store cash flow with Finance.
- Verify attendance and follow up promoter incentives with HR, agencies and stores.
- Administer staff purchase discounts and maintain the annual leave tracker with HR.
- Maintain YEXT / POS master data and support POS system administration and store devices with IT.
- Support Cegid development and UAT with IT and HQ.
- Manage payment links with Finance and stores.
- Handle permit applications and shop-card production with landlords and vendors.
- Administer telecom, broadband and music-licensing contracts with IT and vendors.
4. Store Compliance & Facilities
- Coordinate CCTV, alarm, traffic-count and other security-equipment support with IT and vendors.
- Drive retail audits and store checklist reviews with Store Managers (every six months).
- Manage annual fire-service certification, MVAC maintenance and cleaning-contract renewals.
- Coordinate ongoing store maintenance with vendors and store teams.
5. Reporting & Business Analysis
- Prepare weekly sales reporting and retail KPI analysis for Management.
- Produce the monthly traffic report and sales-target / incentive reporting with HR and stores.
- Support report-template development and Tableau dashboard requests from HQ and Management.
- Prepare CIC meeting materials, Market Visit Book and ad-hoc reports as required.
6. Finance & Vendor Administration
- Process POs, PRs and vendor invoices with Finance.
- Support retail sales-commission accrual with Finance and HR.
- Support cost accrual and maintenance budget forecasting with Finance.
- Investigate and resolve negative balances with Finance and stores.
- Maintain store lists, address and contract archives.
PROFILE
- Minimum 5 years’ experience in retail operations, store operations or key-account operations; beauty or luxury background strongly preferred; bachelor’s degree preferred.
- Prior experience supporting a multi-store network and working with Head Office functions.
- Strong operational ownership: able to run a high volume of store requests without losing accuracy or follow-through.
- Business acumen and analytical ability; confident with Excel and retail KPI reporting. Tableau experience is an advantage.
- Process mindset: able to document, train and improve SOPs rather than only execute tasks.
- Clear, calm communicator who can work with Store Managers, landlords, vendors and senior Head Office stakeholders.
- Customer-centric, discreet and brand-appropriate; represents Diptyque with stores and mall partners.
- Proactive problem-solver who can prioritize under pressure and close loops independently.
- Detail-oriented, organized and reliable on compliance, cash, inventory and contractual deadlines.
Diptyque is committed to diversity in all its forms and considers each application carefully.