Administrative Assistant

About Us

Air Aroma is a scent marketing agency founded in Melbourne, Australia with offices around the globe. Driven by minimalist, refined design and bespoke aromas, we design, develop and implement scent marketing solutions, by way of unforgettable scent experiences, ambient scenting and custom branded products.

As the industry leader with over twenty-five years of experience and a dedicated team of perfumers, storytellers, and designers, we've created custom scents for some of the most well-known and luxurious brands. We believe in impactful experiences, inspiring spaces, elevated design, and meaningful connections.

About The Role

Are you ready to bring your energy and organisational skills to a team that's changing the way people experience brands? You'll be part of a team that uses the power of scent to shape emotions and create memorable experiences for clients. Our company is searching for a full-time, Administration Assistant who can provide friendly administration and reception support to our team in our Australian headquarters.

Working closely with the Sales team and all other departments, you will fast become an important part of our team, providing timely and detailed administration and customer service support. Working within our dedicated administration team, you will be responsible for:

• Timely administration support to the Sales team
• Providing excellent customer service to our customers, both on-line and in person
• Undertaking all travel related bookings, including flights, hotels etc.
• Scheduling appointments with customers for our technicians
• Maintaining and managing our CRM and customer replenishment orders
• Preparing marketing packs – collating the marketing materials and fragrance samples
• Basic reception and supporting the broader team when needed.

You'll have the opportunity to bring your own flair and make this role your own, with potential for genuine long-term career progression. In addition to working with beautiful products you will enjoy working with a range of different clients and industries, from luxury hotels to retail stores, fashion brands and automotive.

This is an on-site role to support our expanding team. Whilst the preference is for full-time, we would consider a 4-day week, or shorter hours, for the right candidate. You'll relish being based at our relaxed and new chic offices in Moorabbin, with all the modern amenities, end-of-trip facilities and on-site parking.

About you

• You're a strong communicator, with a friendly and helpful demeanour
• You have demonstrated experience in administration or customer service
• You'll hold, or will be working towards, a tertiary qualification in business or marketing (preferred, but not essential)
• You take pride in keeping things organised and running smoothly, always meeting deadlines with ease
• You thrive on managing competing priorities and staying calm under pressure
• You're comfortable using online systems, with Excel and Salesforce experience a bonus
• You are detail-oriented and methodical, with a task-driven approach
• You bring curiosity and enthusiasm for working in a creative, sensory-driven industry.

What We Offer

• A friendly, collaborative team passionate about what we do
• Competitive salary and benefits, including leave for your birthday
• Generous staff discounts on all Air Aroma products
• In-depth training and ongoing mentoring to ensure you succeed
• A true promote from within mentality, with opportunities to grow and travel within a global organisation
• A chance to make a real impact in a growing company

To apply, submit your cover letter outlining your suitability for the role and your CV, by
26 October 2025.
For further information about the role contact Liz Dawson, Talent Acquisition Specialist at -