Visual Merchandising Administrative Coordinator

Essential Job Duties and Responsibilities

• 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.
• Assist 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.
• Facilitate clear communication between Visual Merchandising, Store Operations, and external vendors.
• Prioritize 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.

Qualifications

• 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.