Retail Administrator

Tiffany & Co.
Ho Chi Minh, Viet Nam
13 Jun 2022
15 Jul 2022
Full Time
This role reports to the Retail Director (dotted to Ops in some markets) and is the main personnel for liaising with Regional Finance/Accounting, HR teams, as well as external vendors and store teams. He/she is a multi-tasker, people person, with strong organization, prioritization, and communication skills, to ensure that the back of house runs smoothly, and all department objectives are met on time and in a quality fashion.

Vendor management
  • Manage all non-stock/merchandise related vendors.
  • Manage all Coupa and non-Coupa vendor payments, and liaising with Regional Procurement/Finance tea m

Sales Operations Support (work with Ops)
  • Store Maintenance and facility management including liaising with landlord/maintenance company and keep track of services and expenses
  • Support Uniform ordering, cleaning, and regular reviews with regional team
  • Security/Store Cleaning - supporting store management in terms of feedback, complaints, agreements
  • Checking of rosters, OT calculations against time attendance report, leave application tracking records for office/Store

Finance Operations Support (work with Ops)
  • Managing all tax related matters with outsourced vendor and Regional Finance team
  • Managing all store/office expenses by submitting invoices, tax invoice/receipt to outsource accounting vendor based on payment submission timeline and documentation.
  • Support Store/Office in other finance related matters including Petty cash check

Other Admin Support
  • Staff travel booking - inbound and outbound (air tickets, hotel, reservations)
  • Manage and consolidate T&E for Store and Office Management Team to meet internal audit requirement
  • Customer booking - for overseas or local events
  • Ordering of office supplies, including hospitality and manage flower ordering for store/staff.
  • Assist Retail Director/Supervisor in other office administration.
  • Support Marketing Admin work where required e.g. Event invites, distribution
  • HR Support
    • Social security application for new joiners and staff termination for resigned staffs
    • Provident Fund: application for new joiner and letter of membership termination.
    • Insurance related support
    • Liaising with regional team to prepare welcome kits, working tools and stations for new joiner
    • Yearly local public holiday submission to regional HR/Retail Director

  • University Degree
  • Good English Skills
  • Strong MS Office, especially Excel skills
  • Minimum 3 years of experience in an Administrator or Coordinator capacity.
  • Experience in retail or luxury industry is a bonus, open to hospitality and other customer facing industries' experience
  • A multi-tasker, good with prioritizing, and managing conflicting tasks and completion within stipulated timelines.
  • A people person enjoys working with multiple parties to ‘get work done' and to get the appropriate support, resources, and feedback to complete a task.

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