Sample Incharge

• Role & responsibilities

Lead Sample Department is responsible for managing the end-to-end sample development process for fragrances, ensuring timely, accurate, and high-quality delivery of fragrance samples to internal teams and external stakeholders

Preferred candidate profile

1. Sample Preparation & Execution

• Supervise accurate weighing, blending, and dilution of fragrance compounds as per perfumer briefs and formulations.
• Maintain strict adherence to formulation integrity and version control.
• Coordinate closely with R&D teams to meet project timeline.

2. Quality, Accuracy & Compliance

• Ensure all samples meet internal quality standards before dispatch or evaluation.
• Follow safety norms, and internal SOPs during sample preparation.
• Verify correct labelling, coding, MSDS references, and documentation of samples.
• Monitor shelf life, storage conditions, and sample traceability.

3. Sample Dispatch & Customer Support

• Manage packing and dispatch of samples to customers and overseas offices.
• Ensure compliance with courier, DG, and transport regulations for fragrance materials.
• Maintain dispatch records and follow up on urgent or priority sample requests.

4. Inventory & Material Management

• Track consumption of aroma chemicals, solvents, and packaging materials.
• Ensure availability of raw materials required for sampling without excess wastage.
• Coordinate with Stores / Purchase for timely replenishment of materials.
• Minimise losses due to expiry, spillage, or improper handling.

5. Documentation & Data Management

• Maintain sample registers, batch records, formulation logs, and dispatch trackers.
• Ensure confidentiality of proprietary fragrance formulations.
• Support audits by providing accurate records and traceability data.

6. Team Supervision & Training

• Supervise sampling executives & supports,.
• Allocate work, monitor productivity, and ensure adherence to timelines.
• Train team members on SOPs, safety practices, and best lab techniques.
• Maintain discipline, hygiene, and safety standards in the sampling area.

7. Continuous Improvement & Coordination

• Suggest process improvements to enhance speed, accuracy, and efficiency in sampling.
• Coordinate with QA, Regulatory, Marketing, and Production for smooth project flow.

Secondary Responsibilities

• Handle urgent or high-priority sampling requests during peak periods.