Operations Coordinator

As an Ambassador of the Maison, this role supports the boutique's administrative, financial, and operational activities, ensuring the accurate execution of processes, compliance with company procedures, and effective collaboration with the Retail, Finance, and Operations teams.

Key Responsibilities 1. Administrative & Documentation Management:

• Support the boutique's back-office activities —organizing and maintaining administrative documentation and filing systems, invoicing and payment documentation, daily closing, bank transfers, refunds (including for diplomatic clients), Red Light and Return cases, discounts and gratuities documentation, and ad hoc requests from the Finance and Retail departments — ensuring consistency with Group regulations and requirements in terms of Internal Control System (ICS) and compliance.
• Manage invoicing and customer administration activities - creating, modifying, and closing Purchase Orders (POs), creating and maintaining vendor master data, and opening and monitoring support tickets related to SAP and other internal systems.
• Supporting the compliance activities - verifying client and company information required for invoice issuance, managing electronic invoice delivery for both business and private clients, preparing proforma invoices to facilitate customer payments, and supporting export sales administration (invoice issuance, shipping documentation, packaging coordination, and delivery arrangements). Support month-end closing activities and account reconciliations, monitor and clear open balances related to refunds and conduct periodic reviews of deposits and reservation open balances to ensure data accuracy.
• Assist with petty cash management and reconciliation, ensuring adherence to financial policies and with inventory-related administrative tasks, such as stock counts, transfers, and receiving documentation, as required.
• Collaborate with the sales team to ensure smooth administrative support for client transactions and after-sales processes.
• Provide general administrative support to the Boutique Manager and the wider team, contributing to the efficient daily operation of the boutique.

2. Qualifications & Skills

• Previous experience in an administrative role, preferably within the retail or luxury industry.
• Solid understanding of administrative and financial processes.
• Experience working with ERP systems, preferably SAP.

Proficiency in Microsoft Office, with strong Excel skills.

• Excellent organizational skills with a keen attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong interpersonal and communication skills, with the ability to collaborate effectively across departments.
• Good command of English; knowledge of additional languages is considered an advantage.
• High level of discretion and integrity when handling confidential financial and client information.

What We Offer Salary Range 22K – 25K EUR

Commission Scheme

6 EUR Meal Voucher per working day