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

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