Retail Operations Administrator

Retail Operations Administrator

Location: Madrid Head Office

Key Responsabilities: 

To provide comprehensive administratio support to the in-market retail function.

• To mantain and update local procedures and identifying variances from Group processes supported and directed by the Retail Operations Manager.
• To coordinate, as required, the responses to audits, process checks, and legal documentation received by the market on behalf of the country leader.
• To create and distribute Retail communications to the retail store network in your market via the retail communications application ensuring stores are up to date with no incomplete critical tasks.
• To maintain the Retail Calendar and Retail Activity Planner for your market. Support the Retail Operations Manager in preparation for activity review meetings with the leadership team in market.
• To provide adhoc operational support in the areas of cost management, vendor coordination, colleague communications, crisis management or reporting as directed by the Retail Operations Manager or Country Leadership.
• To create relevant purchase orders for all services across the operational expenditure accounts for Retail Operations covering areas such as cleaning, workwear, packs and wraps and stocktaking, among others.
• To review and validate invoices against previously created purchase orders and query, where relevant, any discrepancies. Coordinate with finance operations the timely payment of invoices for services rendered.
• Assists with monthly reporting on actual costs versus budget as needed and develop regular reporting and analysis for the retail operations function in-market, highlight any discrepancies and assist with a resolution.
• Maintains the store hierarchy and structure charts of the store network for data purposes ensuring accuracy which results in accurate data flowing through the various reporting systems.
• Assist with gathering data as required through store submission or other sources for various projects undertaken in-market.
• To coordinate and book Stocktakes for stores in your region and facilitate, with the vendor, the preparation and execution of those stocktakes.
• To provide administrative support to the country leader, as required, including calendar management, travel arrangements and meeting coordination
• Coordinate and manage directly, where possible, any queries raised by suppliers relating to services rendered or requested. 
• Provide information, as required, to the Group Retail Operations function to help understand the activities in your market and contribute to best practice internationally.
• Contribute to the overall retail objectives and gain enhanced knowledge of Retail Operations activities, procedures and training content through the Intranet and DLP.
• Complete any other administrative related duties as required by the in-market retail management team in support of their induction.

Essential knowledge, skills & experience:
 

• The Retail Operations Administrator must be a self-starter and enjoy working within a small, fast paced environment that is mission-driven, end user focused and commercially oriented.
• The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• The Retail Operations Administrator will have the ability to work independently on tasks or projects, from conception to completion, must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• Evidence of strong interpersonal skills in order to establish credibility with colleagues and to foster effective working relations with a wide range of internal and external contacts;
• Strong influencing and persuading skills with the ability to adopt different approaches and styles of influencing depending on the circumstances.
• An effective communicator with the ability to deliver complex messages in a clear and appropriate manner.
• Results orientated with a strong focus on the delivery of objectives, including an ability to provide creative and innovative solutions based on a sound understanding of business requirements.

The ideal candidate will:

• Background in Retail desirable but not essential
• Provide effective verbal and written communication as part of this role
• Systematic approach with good attention to detail
• Languages: Must be fluent in "local language" and have working proficiency in English
• Proficient in Microsoft Outlook, Word, Power point and Excel
• Interest in continuous improvement and use of new systems or processes
• Strong interpersonal skills, flexibility, persuasion and perseverance
• Be skilled at supporting an executive structure and working within a matrix
• Comfortable with ambiguity with the ability to assess problems and make recommendation