Office & Retail Operations Coordinator

Christian Louboutin; City Of London; Hybrid; GBP 60,000 - 80,000; Full time

Job summary

A luxury fashion brand in London is looking for an Office & Retail Operations Coordinator. This hybrid role involves managing the smooth operation of the Head Office and supporting retail teams. Candidates should have strong organizational skills, experience in luxury retail, and the ability to handle administrative tasks effectively. The position is available on-site with responsibilities across various operational functions.

Qualifications

• Strong attention to detail required.
• Experience in fast-paced, client-driven environments.
• Punctuality and reliability essential.

Responsibilities

• Ensure smooth operation of the Head Office.
• Manage supplier relationships and health & safety compliance.
• Provide administrative support across departments.
• Handle travel bookings and office emergencies.
• Support retail projects and events.

Skills

Strong organizational skills

Experience in luxury retail

Time management

Strong communication

Ability to build relationships

Proactive and flexible

Job description

As Office & Retail Operations Coordinator, a hybrid role across two departments, you will be responsible for leading the smooth operation of the London Head Office, alongside providing high level support to the Retail teams from an Operations perspective. You will report into the Head of Retail Operations, Europe for both areas of your role. Success in this role means you should have the ability to work independently and effectively, whilst being professional and approachable. Moreover as this role extends to both internal and external partnerships, you will be a brand ambassador and represent the Company professionally at all times, ensuring exemplary service to all areas of our business.

Key Responsibilities

• Ensure the continuous smooth running of the Head Office. This includes security handovers, general housekeeping, overseeing office supplies and monitoring H&S at all times.
• Manage relationship with suppliers and Unity, to facilitate smooth running of Head Office. This includes management of all H&S policies and compliance with relevant inspections.
• Support with regular site maintenance of Head Office. This includes but is not limited to alarm systems, PAT testing, and fire / health and safety requirements etc.
• Manage reception cover at all times taking into account any gaps/absences and liaising with other Head Office departments.
• Efficient and prompt management of front desk area, ensuring shipments are monitored daily and any incoming post is distributed to appropriate department.
• Provide administrative and day to day support to all departments, and act as the main point of contact for all policy enquiries related to Head Office.
• Manage and maintain the calendar for Head Office meeting rooms and events.
• Filter general information, email/postal correspondences, phone calls and invitations by redirecting or taking forward such contact as appropriate.
• Be proactive in adapting existing or implementing new office policies with support of the Head of Retail Operations and HR Director.
• Processing of company expenses reports for Senior Leadership team as required.
• Manage relationship with Reed & McKay travel agency and support with travel bookings as required.
• Be available to support for all office emergencies and respond to call outs as required.
• Support projects and events such as coordinating Sample Sales, Summer or Christmas Party; take the lead on creating ideas and organizing alongside the HR team on social events and team lunches.
• Be actively involved in new Head Office/Retail projects/events as directed and be willing to offer solutions and ideas. Provide administrative support in relation to compiling proposals/presentations where required.
• Budget management: Handle incoming invoices related to your function and responsibilities, ensuring that any costs are validated in good time and tracked against budget. Have a cost-effective mindset and flag any concerns accordingly.
• Provide support to the Head of Retail Operations across a broad and varied range of operational tasks relating to our European boutique network.
• Store maintenance: manage visits; coordinating with our boutique managers and ensure that all actions are actioned in a cost-effective and timely manner. This includes shopfloor and back-of-house areas.
• Health and Safety compliance in alignment to market regulations.
• Formulate strong internal and external Business Partner Relations to achieve the needs of the region.
• To act as the main point of contact for all retail teams on planning, stationery, marketing tools and seasonal packaging.
• Work with the wider Operations team to ensure the successful delivery of all Retail-led events.
• Contribute to store planning projects, i.e. Refurbishments/Renovations, supporting the Head of Retail Operations.

Required Skills & Competencies

• Strong organizational skills, with an emphasis on attention to detail.
• Strong and proven experience of working within a fast-moving client driven, luxury retail environment.
• Time management: Be punctual and reliable, with ability to multitask.
• Solutions-orientated and risk-adverse mindset.
• Strong communication and interpersonal skills.
• Ability to build strong relationships with both internal and external stakeholders, and handle negotiations.
• Proactive by nature and flexibility to work both independently and within a team; promote a healthy team culture, with the ability to collaborate.
• Commitment to partnering with other departments with 360 vision of the business and retail needs.
• Promote our Core Values and lead by example as a brand ambassador.

Christian Louboutin opened his first boutique in Paris in 1992. An artist and craftsman with a true passion for shoes, his designs are unique and instantly recognizable, thanks in part to their signature and now trademarked red lacquered soles. The collections for both men and women combine wit, glamour, elegance and technical proficiency like no other. 2014 welcomed the launched of Christian Louboutin Beaute with its first nail colour, Rouge Louboutin. The collection has continued to diversify since then with the launch of lip in 2015, fragrance in 2016 and more recently a wonderful eye collection in 2017. With an extensive range of collections, Christian Louboutin now counts more than 130 boutiques globally.

Our people are at the heart of our brand. We celebrate individualism and allow the freedom to have autonomy and creativity within your role. Our colleagues have in common passion and dedication to our Brand, and its continued success. We live by our values: We are down to earth - we stand with authenticity, integrity and respect. We have passion - we drive the business with agility and care and we are committed to excellence. We have happiness in all that we do - As a team player, we collaborate with positivity, open-mindedness and fun. We work with inspiration - we envision the future with confidence, creativity and freedom.