Fragrance Library Management

Department: Perfumery / Fragrance Laboratory

Location: Sion East, Mumbai

Reporting to: Senior Evaluator / Lab Head

Employment: Full-time, on-site

ROLE MANDATE Own the accuracy, condition and traceability of the fragrance library. Every sample must be correctly coded, clearly labelled, stored in its assigned location, available when needed and supported by a complete movement record.

Role Purpose The Lab

Executive is the custodian of SDSCENTS’ fragrance library and related laboratory records. The role supports evaluators and the lab team by maintaining a dependable, audit-ready sample system. It requires exceptional attention to detail, disciplined follow-through and comfort with repetitive control checks.

Key Responsibilities1.

Fragrance Library

Control

- Maintain the physical fragrance library by fragrance code, supplier/house, family, format, concentration, date received and assigned shelf/bin location.
- Ensure every vial, bottle, blotter set and reference sample carries a legible, standardised label that matches the master register exactly.
- File samples only in their designated location; investigate and correct misplaced, duplicate, unlabelled or unidentified material immediately.
- Separate active, archive, quarantine, expired and disposal-pending samples so their status is visually unambiguous.
- Preserve approved benchmarks and reference standards without unauthorised use or movement.

2.

Sample

Receipt, Issue and Return

- Receive incoming samples against the accompanying list; verify count, code, source, quantity, seal condition and label before acceptance.
- Create or update the library record before shelving a new sample. No sample may enter active storage without a unique traceable identity.
- Log all issues, temporary transfers and returns, including date, quantity, purpose and person responsible.
- Check returned samples for leakage, contamination, incorrect caps, damaged labels or changed appearance before reshelving.
- Escalate missing samples and unresolved discrepancies on the day they are identified.
- Inventory, Replenishment and Disposal
- Conduct scheduled cycle counts and reconcile the physical library against the digital or manual master register.
- Monitor sample levels and raise replenishment requests before critical references run out.
- Maintain a near-expiry, low-stock, damaged and non-moving sample list with clear action owners and due dates.
- Coordinate approved disposal and retain the required record; never discard or decant material without authorisation.
- Investigate variances to root cause and close corrective actions rather than making unexplained register adjustments.

4.

Storage





Condition and Lab Discipline

- Maintain clean, dry and orderly cabinets, shelves, trays and work surfaces; keep caps closed and containers upright after use.
- Follow defined storage requirements for light, heat, segregation and container compatibility; record required temperature or condition checks.
- Prevent cross-contamination by using clean handling tools and never mixing caps, droppers, labels or sample identities.
- Report leakage, breakage, unusual colour/odour, evaporation or unsafe conditions immediately and quarantine affected material.
- Follow laboratory safety, PPE, spill-response and waste-handling instructions at all times.
- Documentation and Evaluator Support
- Keep the master library register, inward log, issue/return log, stock check, disposal record and exception tracker current and legible.
- Prepare correctly coded sample sets, blotters and comparison references requested by evaluators without revealing confidential identity where blind coding is required.
- Retrieve and reshelve samples accurately after evaluation sessions; clear the working area and reconcile every item used.
- Maintain confidentiality of fragrance codes, sources, formulas, briefs, evaluation notes and internal classifications.
- Provide a concise weekly status covering additions, shortages, discrepancies, damaged/expired stock and actions requiring approval.

Non-Negotiable Working Standards

- No unlabelled sample. No duplicate code without an approved distinction. No sample stored outside its assigned location.
- No issue, transfer, return, decanting, disposal or correction without a dated record and responsible person.
- Never guess a sample identity or silently correct a mismatch. Quarantine, verify and escalate.
- Complete records at the time of the activity, not from memory at the end of the week.
- Return the library and workbench to audit-ready condition before leaving each day.

Success Measures

Success measure

Expected standard

Library accuracy

Every physical vial/bottle matches the master register, code, quantity band and assigned location.

Traceability

100% of sample issues, transfers, returns, disposals and replenishments are logged on the same working day.

Retrieval

Requested samples are located promptly; no time is lost due to wrong placement,



duplicate coding or unclear ownership.

Sample condition

No preventable leakage, evaporation, contamination, label damage or avoidable expiry.

Stock readiness

Minimum levels and near-expiry items are flagged before they interrupt evaluation work.

Audit closure

Weekly and monthly checks are completed on schedule, with variances investigated and closed.

Candidate ProfileRequired

- Graduate or diploma holder in chemistry, cosmetics, perfumery, laboratory science or a related discipline; strong relevant experience may substitute for formal specialisation.
- 0–2 years of experience in a laboratory, sample library, quality-control store, fragrance/cosmetics environment or other traceability-focused operation. Exceptional freshers may be considered.
- Demonstrated ability to maintain accurate registers, follow naming conventions and complete repetitive checks without losing concentration.
- Working knowledge of spreadsheets and basic digital filing; able to search, filter and update records accurately.
- Clear written and verbal communication in English; ability to coordinate respectfully with evaluators, suppliers and internal teams.
- Comfortable handling fragrance materials and working in office in a laboratory environment, subject to applicable safety procedures.

Preferred

- Exposure to fragrance families, fragrance oils, perfume samples, cosmetic raw materials or sensory evaluation.
- Experience with batch/sample coding, inventory reconciliation, document control, retain samples or audit preparation.
- Familiarity with SDS documents, basic laboratory hygiene and safe handling practices.

Behavioural Fit

- Extremely particular: notices a wrong digit, weak label, loose cap, misplaced vial or incomplete entry and corrects it promptly.
- Methodical and patient: follows the same control standard even during high-volume or repetitive work.
- Accountable: reports mistakes and discrepancies early, with facts and a proposed corrective action.
- Service-minded: supports fast retrieval and smooth evaluation work without compromising control.
- Trustworthy: handles confidential samples, identities and records with discretion.

Decision Standard

STRONG FIT The preferred candidate can demonstrate a personal system for preventing errors, give examples of finding and resolving record/stock mismatches, and remain accurate when work is repetitive or urgent. Interest in fragrance is valuable; dependable control discipline is essential.

Company

Contact

SDSCENTS

11A & B, Mahendra Industrial Estate, 2nd Floor, Sion Fort Road, Sion East, Mumbai 400022

Contact: (phone hidden)

📌 Fragrance Library Manager (Mumbai)
🏢 Wisdom Fragrances: signature collection
📍 Mumbai