Sales Administrator

Position

The Sales Administrator plays a crucial role in administrative operations, providing vital support to the store manager and ensuring seamless coordination within the retail store. This role manages a spectrum of administrative tasks, from payroll management to project coordination, maintaining meticulous records, and facilitating effective communication among staff and external stakeholders.

Job responsibilities

Store Administration:

• Maintain store conditions up to brand standard
• Manage, purchase, order or destroy stationery, uniforms, assets, supplies, etc.

• Manage and supervise all inventory activities (price tagging, stock receive, discrepancies, stock take, defects, repair, delivery, transfer, buy back…)

• Take care logistics for training, events activities in store.
• Contact IT/system suppliers in case of malfunctioning or damage to any hardware/software device (terminal, phone, iPad, printer, computer, timekeeping device etc.)
• Contact suppliers/ vendors for any store maintenance issue and provide prompt update to the store manager (CCTV, safe, furniture, lighting, cleaning, pest control, night work…). Prepare maintenance report and tracking of completion deadline.
• Support in-store events
• Onsite coordination of catering location in store on actual event

• Arrange, manage and archive documents, assets in store and in warehouse
• Prepare all types of reports as requested by Store Manager

Finance and Internal Control:

• Complete Sales reconciliations: reviewing sales and tills, accounting for all differences.
• Manage sales cash, banking, vouchers…
• Manage petty cash and payments.
• Implement strong internal controls.

Human Resources:

• Support the store management in creating the staff planning and roster (workforce management) taking into consideration anticipated traffic flow, shift requests, commercial elements, and staff availability.
• Liaise with HR & Payroll on timesheets, overtime and other needed information.
• Manage the administration for New Hire Onboarding & Leaver process for all store employees.

• Coordinate staff activities (store visit, employee engagement activities)

Team Support:

• Be fully integrated with the store team and contribute to achieving the overall objectives of the store.

• Support the store in optimizing the team for traffic and better adapting operations to client needs (F&B, packing, payment, gift wrapping… to complete the sales).

• Respond accurately to employee queries regarding holiday, leave, etc.

Any ad-hoc duties and support as needed.

Profile

Academic / Professional Qualifications

• Speak and write fluent Tagalog and English.
• Meticulous and able to work in a fast-paced environment.
• Knowledge of Luxury business
• Understanding of store procedures and process
• Knowledge of CRM techniques and tools
• Knowledge of store operation applications (Gemini, CRM, Sap etc.)
• Knowledge of Microsoft Windows

Key Interactions (Internal & External):

• Internal: Sales Staff, Store Manager, Support functions
• External suppliers/distributors (i.e., Ferrari, vendors)
• Mall Management

Required Competencies/ Traits required for the role

• Hard skills: Priority Management, Document Generation, Cash Management, Product Knowledge, Collaboration, Sales Administration, Sales Support, Data analysis, Employee Onboarding, Team management, Event Management, Project Management
• Soft skills: Interpersonal Savviness, Adaptability, Brand sensitivity, Dream contribution, Client Obsessed