Italy Sales Administration Manager

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.

Within the Commercial Department based in Italy and reporting to the Italy Head of Sales, the Sales Administration Manager will be responsible for managing orders for the global activity in our subsidiary in Italy, from order entry through to delivery, supporting the Retail and Wholesale channels and insuring information flows between local teams and HQ.   

The key responsibilities of the Sales Administration Manager are, in close collaboration with the Sales Administration Corporate Department :  

• End-to-end management of export orders, from order entry to delivery and invoicing  

• Coordination with clients, and transport providers to ensure smooth order fulfilment  

• Monitoring stock levels, product allocations, and batch freshness  

• Oversight of regulatory compliance and sanitary registrations for perfumes and cosmetics  

• Management of payment follow-up, debt collection, and coordination with the accounting department on receivables and reconciliations  

Job Description: 

Sales administration and coordination 

• Oversee and manage day-to-day operations to accelerate sell-out 

• Support the sell-in process and listings for new product launches 

• Develop and maintain a communication calendar (including product launches) across distribution channels 

• Enter orders and ensure accuracy 

• Manage batch freshness  

• Send order confirmations to clients  

• Manage order preparation requests  

• Support key account management (masterdata maintenance, updated price lists) 

• Coordinate with warehouses, clients, and transport providers to ensure smooth fulfilment and deliveries 

• Manage claims and disputes in coordination with internal local teams and HQ 

• Handle invoicing  

• Provide regular reporting to the sales department and clients  

• Provide regular sales performance reportings and forecasts to management and relevant stakeholders 
   

Stock and allocation management 

• Monitor stock levels and allocated products 

• Support commercial planning, forecasts, and business reporting using available systems 

Regulatory and compliance follow-up 

• Monitor regulatory compliance and sanitary registrations for perfumes and cosmetics within the region. 

• Coordinate requirements with Marketing and suppliers; anticipate registrations for new products. 

• Ensure process rigor, traceability, and alignment with internal controls and brand standards. 

Payment follow-up 

• Manage debt collection 

• Send payment reminders before due dates 

• Follow up on overdue payments 

• Reconcile accounts with the accounting department 

Responsibilities are not exhaustive and may evolve depending on projects. 

Candidate Profile: 

• With a background in business and/or administration, you have at least 3 years of experience in Sales Administration within a commercial and international environment, ideally in the luxury industry 

• Analytical skills and result orientation 

• Strong team spirit and excellent interpersonal skills  

• Organized, responsive, autonomous, and adaptable  

• Experience working with ERP systems and proficiency in Microsoft Office Suite  

• Language: fluent in Italian and English 

Diptyque is committed to diversity in all its forms and considers each application carefully.