Retail Operations Administrator

Retail Operations Administrator

Location: Madrid Head Office

Key Responsabilities:

To provide comprehensive administratio support to the in-market retail function.

To mantain and update local procedures and identifying variances from Group processes supported and directed by the Retail Operations Manager.
To coordinate, as required, the responses to audits, process checks, and legal documentation received by the market on behalf of the country leader.
To create and distribute Retail communications to the retail store network in your market via the retail communications application ensuring stores are up to date with no incomplete critical tasks.
To maintain the Retail Calendar and Retail Activity Planner for your market. Support the Retail Operations Manager in preparation for activity review meetings with the leadership team in market.
To provide adhoc operational support in the areas of cost management, vendor coordination, colleague communications, crisis management or reporting as directed by the Retail Operations Manager or Country Leadership.
To create relevant purchase orders for all services across the operational expenditure accounts for Retail Operations covering areas such as cleaning, workwear, packs and wraps and stocktaking, among others.
To review and validate invoices against previously created purchase orders and query, where relevant, any discrepancies. Coordinate with finance operations the timely payment of invoices for services rendered.
Assists with monthly reporting on actual costs versus budget as needed and develop regular reporting and analysis for the retail operations function in-market, highlight any discrepancies and assist with a resolution.
Maintains the store hierarchy and structure charts of the store network for data purposes ensuring accuracy which results in accurate data flowing through the various reporting systems.
Assist with gathering data as required through store submission or other sources for various projects undertaken in-market.
To coordinate and book Stocktakes for stores in your region and facilitate, with the vendor, the preparation and execution of those stocktakes.
To provide administrative support to the country leader, as required, including calendar management, travel arrangements and meeting coordination.
Coordinate and manage directly, where possible, any queries raised by suppliers relating to services rendered or requested.
Provide information, as required, to the Group Retail Operations function to help understand the activities in your market and contribute to best practice internationally.
Contribute to the overall retail objectives and gain enhanced knowledge of Retail Operations activities, procedures and training content through the Intranet and DLP.
Complete any other administrative related duties as required by the in-market retail management team in support of their induction.

Essential knowledge, skills & experience:

The Retail Operations Administrator must be a self-starter and enjoy working within a small, fast paced environment that is mission-driven, end user focused and commercially oriented.
The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Retail Operations Administrator will have the ability to work independently on tasks or projects, from conception to completion, must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Evidence of strong interpersonal skills in order to establish credibility with colleagues and to foster effective working relations with a wide range of internal and external contacts;
Strong influencing and persuading skills with the ability to adopt different approaches and styles of influencing depending on the circumstances.
An effective communicator with the ability to deliver complex messages in a clear and appropriate manner.
Results orientated with a strong focus on the delivery of objectives, including an ability to provide creative and innovative solutions based on a sound understanding of business requirements.

The ideal candidate will:

Background in Retail desirable but not essential
Provide effective verbal and written communication as part of this role
Systematic approach with good attention to detail
Languages: Must be fluent in "local language" and have working proficiency in English
Proficient in Microsoft Outlook, Word, Power point and Excel
Interest in continuous improvement and use of new systems or processes
Strong interpersonal skills, flexibility, persuasion and perseverance
Be skilled at supporting an executive structure and working within a matrix
Comfortable with ambiguity with the ability to assess problems and make recommendation

Application end date: October 3rd, 2025