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.