Visual Merchandising Administrative Coordinator

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.
• Aid 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 cross-functional teams.
• Follow-up on general correspondence for outstanding requests, approvals, and action items as assigned.
• Supervisory Responsibilities
• None

Education 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.

Special Requirements

• No travel requirements
• Knowledge, Skills, and Abilities
• Proficient personal computer skills, including the ability to send/receive e-mail messages, post information to a database or spreadsheet, and perform word processing, bookkeeping, and data entry.
• Ability to clearly, concisely, and professionally communicate verbally and in writing.
• Some analytical ability to gather and summarize data, find solutions to various administrative problems, and prioritize work.
• Strong organizational skills including the ability to simultaneously manage multiple projects and details.
• Must be detail-oriented and well organized.
• Self-motivated with excellent written and verbal communication.
• Ability to prioritize, solve and close issues.
• Formulate action plans quickly and implement solutions effectively through critical decision-making.
• Ability to achieve results by expanding job functions.
• Ability to meet deadlines.

Physical and Mental Requirements

• Ability to perform work on a computer for extended periods, including frequent use of a keyboard, mouse, and video conferencing platforms.
• Ability to communicate effectively through written, verbal, and virtual communication methods.
• Ability to organize, prioritize, and manage multiple projects, tasks, and deadlines simultaneously.
• Ability to maintain attention to detail and accuracy while handling confidential or sensitive information.
• Ability to analyze information, solve problems, and exercise sound judgment independently.
• Ability to adapt to changing priorities and work effectively in a fast-paced, remote environment.
• Ability to remain seated or stand in a stationary position for prolonged periods, with the ability to move about as needed during the workday.
• Ability to lift or move up to 10 pounds occasionally (e.g., office supplies or equipment), if applicable.

Environmental Conditions

• Frequent use of computers, monitors, telephones, and other standard office equipment.
• Regular participation in virtual meetings using video conferencing technology.
• Minimal exposure to environmental hazards; typical home or office environment.
• May require occasional flexibility in work hours to accommodate meetings across time zones, if applicable.