Visual Merchandising Administrative Coordinator

MacKenzie-Childs, LLC; Town of Aurora (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

MacKenzie-Childs, LLC in Aurora, NY is seeking a full‑time Administrative Coordinator for the Visual Merchandising team to handle administrative tasks and support VM projects across retail and wholesale locations.

You will manage calendars, coordinate travel, process orders and invoices, and maintain Monday.com boards to improve workflows while collaborating with Receiving, Retail Store, Logistics and Finance.

Qualifications

• 1-3 years of project management or administrative support experience.
• Experience in Visual Merchandising or retail design preferred.
• Proficient computer skills and office software.

Responsibilities

• Monitor and manage the VM calendar and communicate schedule changes to stakeholders.
• Provide Monday.com input and build boards to improve workflow.
• Coordinate travel arrangements and manage vendor onboarding with Finance.
• Process purchase orders, invoices, and track payments; support cross‑functional teams.
• Collaborate with Receiving, Retail Store, Storage, Logistics to ensure project execution.
• Prepare materials for meetings, distribute notes, and share updates with leadership.

Skills

Project management

Visual Merchandising

Retail design

Proficient computer skills

Job description

DescriptionCompany Overview: MacKenzie-Childs is a leading home furnishings retail company known for its unique design, high-quality products and exceptional customer service. We specialize in offering a wide range of kitchen, entertaining, decor and furniture items that cater to various styles and preferences, ensuring our customers find exactly what they need to make their homes joyful and stylish.Position Summary:At MacKenzie-Childs, we celebrate our fabulous and functional products with creative visual experiences, and we're looking for a full‑time Administrative Coordinator to join our Visual Merchandising team. The Visual Merchandising Administrative Coordinator is a key support role within the Visual Merchandising department, responsible for managing administrative tasks, supporting the VM Team with Operational and Project initiatives to ensure seamless execution of merchandising initiatives. This position will play a crucial role in maintaining efficiency, improving cross‑departmental collaboration, and supporting the timely execution of visual merchandising projects across all retail and wholesale locations.

Essential Job Duties and Responsibilities:

Operational & Administrative Support

• Monitor and validate the Visual Merchandising (VM) calendar on a regular basis, communicating schedule changes and timeline adjustments to relevant stakeholders.
• Support VM project teams with administrative, documentation, and operational tasks to ensure efficient project execution and workflow management.
• Research, coordinate, and source travel arrangements for management approval, including transportation, lodging, for team travel.
• Provide Monday.com administrative input support as necessary for department and project support
• Build and maintain Monday.com boards and automations to improve workflow
• Support asset inventory tracking and updating for visual merchandising materials, fixtures, and props.
• Assist in processing purchase orders, invoices, and tracking vendor payments. Cross‑Functional Collaboration
• Collaborate frequently with Cross‑functional team members in other MacKenzie-Childs departments (Receiving, Retail Store, Storage, Logistics) to ensure alignment and smooth execution of project executions.
• Coordinate vendor onboarding activities, including collection and submission of tax documentation, vendor forms, and required paperwork in partnership with the Finance department
• Coordinate relocation of visual merchandising assets between facilities, including issuing labels and coordinating correspondence with all stakeholders, ensuring they reach the right locations on time.
• Partner with the Logistics team to arrange freight shipments and courier services, following VM standards for labeling, tracking, and communication
• Enter and track indirect marketing assets for Creative Marketing development, monitor approvals, and help ensure on‑time delivery..Communication
• Facilitate clear communication between Visual Merchandising, Store Operations, and external vendors.
• Partner with VM Team members to coordinate and schedule meetings, including managing invitations, agendas, and follow‑up communications.
• Provide administrative support for meetings by preparing materials, distributing meeting notes, reports, presentations, and sharing key updates with leadership and crossfunctional teams.
• Follow‑up on general correspondence for outstanding requests, approvals, and action items as assigned.
• Supervisory Responsibilities: NoneQualificationsEducation and Experience:
• 1-3 years of relevant experience in project management, or a similar administrative support role.
• Experience in Visual Merchandising, retail design or design‑related environment is strongly preferred.
• No travel requirementsKnowledge, Skills, and Abilities:
• Proficient personal computer skills, including the a