Administrative Assistant Responsible to: Store / Concession Manager Responsible for: Cashiers Job Purpose: Support the activity on the store / concession on an Administrative level. Supervising all cashing operations. Managing stocks in order to prevent stock losses.
KEY RESPONSABILITIES
SUPPORT THE ACTIVITY OF THE STORE ON AN ADMINISTRATIVE LEVEL
1 Procedures knowledge
Use the CD procedures handbook all times as a guidance and reference.
To be in charge of procedures training.
Working with the Manager on the implementation of procedures within the boutique (Audit grid).
2 Relationships with Back Office
Reconciliation of all good invoices with computerized delivery note on a regulary basis.
Checking all supplier invoices.
Transmitting all invoices for payment to Finance Department.
Management of the store Petty Cash (register all expenses and monthly control of the balance)
Supervise with the Manager staff expenses
Prepare any specific reports required be the Back Office (foot flow…)
Monthly Cut Off
Doing the Cut Off before the 5th of each month.
Controlling that the cut off is in line with the previous one.
Checking and signing the Inter Company Lists.
Follow up any pending operations of the Cut off.
Investigate any margin discrepancies.
4 Data Base maintenance and development
4.1 To be responsible for the maintenance of the customer database (cleaning, merging and capturing)
5 Others
5.1 To support the Manager on HR administration duties such as uniforms, absent forms. Preparation of any specific report required by the manager.
Order all specific items required by the boutique and validated by the manager such as stationary.
Follow up of all packaging reorders.
Assist the team in the preparation of the sales.
To carry out any additional duties as directed by the Manager.
Taking care of the repairs department in coordination with the sales associate in charge of.
SUPERVISING ALL CASHING OPERATIONS
6 Cash handling and control
6.1 To handle all cash transactions and respect all cash procedures.
Merging all tills of the boutique
Do the banking for all payments
On a daily basis checking the turnover of the boutique
Investigate any discrepancy
Follow up of unused deposits and credit notes on a monthly basis.
Follow up store customer details capture.
MANAGING STOCKS IN ORDER TO PREVENT STOCK LOSSES
PROFILE
7 Organize and follow up all stock movements: Deliveries/ Transfers/ Private Sales
7.1 Organize reception of the deliveries.
Check the deliveries according to the delivery note.
Process deliveries on the computer: Suppliers + Transfers IN from other CD Boutiques.
Take care of unsolved delivery issues.
Organize transfers
Invoice Transfers OUT to CD Boutiques.
Organize Private sales.
8 Stock security and stock control
Maintain high level of order within the stocks.
Check that all items have security price + tags.
Supervise stock’s security.
Organize weekly rotating stock takes.
Analyze results and investigate any discrepancy.
Follow up negative stocks on a weekly basis and make adjustments on negative stocks.
To prepare and manage the annual inventory.
ADDITIONAL RESPONSABILITIES
To carry out any additional duties as directed by the Manager. PERSON SPECIFICATION
ADMINISTRATIVE ASSISTANT
Outstanding customer service
Commercial awareness
Smart appearance that represents the Christian Dior image
Ability to support the team
Honest, flexible, autonomous, dynamic, open-minded and self motivated.
Fluent spoken knowledge of another language would be an advantage.
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