Lab Coordinator

Job description

  

The story of Cartier is founded on audacity and passion. For more than 170 years we have embraced a bold, pioneering spirit that continues to inspire our teams across all Métiers from our boutiques to our workshops and corporate offices. Our 7,500+ colleagues of 90 nationalities are united by a shared independent spirit and commitment to excellence, striving to continuously enrich our Maison’s heritage by pushing the boundaries of creativity. 

JOB TITLE        Lab Coordinator

REPORTING TO    Head of China Retail Lab

LOCATION        Shanghai, China

 

MAIN PURPOSE

The Lab Coordinator supports Lab operations by maintaining office systems and supervising staff, helping to foster a creative, productive, and efficient environment within a totally new creative space in Shanghai. The Lab Coordinator serves important administrative and office duties and tasks, including, supporting and applying purchase orders, management of paperwork process, management of the lab’s calendar and admin budget, management of lab supplies, lab operational payments, coordination of visits by Cartier/Richemont executives and team members, and booking travel and other logistics for the Lab’s team. In addition to these tasks, s/he manages all aspects of the lab environment, including office supplies, answering the door and phone, and coordination with IT and other departments within Cartier/Richemont as needed.
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KEY RESPONSIBILITIES

Daily Operations:

    Provide PA assistance to Lab Head in terms of coordinating all internal & external meeting arrangements, providing secretarial and administrative supports, conveying management messages to team members, providing operational support to Lab Head’s director reports, acting as a central coordinator for team related matters.
    Cover all aspects of reception; screening phone calls and inquires, taking the daily post and arranging couriers, greeting all visitors. In charge of the upkeep of the font/external facing areas of the Lab, including checking Lab space tidiness daily, reporting any IT problems to Helpdesk, checking stationery supplies, as well as making sure the Lab space and kitchen area are in tip-top condition.
    Managing the equipment inventory – make sure what we have, where is it, and who has it so that everyone can use the item whenever necessary.
    Setting up meeting rooms for various meeting occasions and for different visitors, such as layout, drinks, snacks, and equipment’s, etc.)
    Maintain a good and close relationship with the property team and manage all aspects of building/office maintenance to keep the Lab space looking good and in excellent working condition to promote great innovation and design thinking experience.
    Together with Lab Head and Lab Producer, monitor Lab expenses and negotiate good deals for Lab operations.
    Oversee all shipping couriers, post coming in and going out.
    Manage and maintain Lab calendars and be alert to all key milestones.
    Support Lab Producer in new vendor creation, creating and maintaining Purchasing Orders, following up on all vendor payment applications and process.
    Design and implement lab SOP by establishing standards and procedures and operations together with Head of the Lab.
    Support the lab employees by helping to orient and train employees, and adapting to the new team and new environment.
    Contribute to team effort by accomplishing related tasks as needed.

Hospitality for Employees, Guests, and Visitors:

    Help arranging travels and accommodations including (hotel, taxi, transports, hotel and restaurant bookings) for employees, guests, and visitors as well as welcome gifts.
    Coordinate with Lab Head to prepare a customized welcome for new employees – ordering business cards, setting up their desks with on-boarding items and a fun welcome gift for their first day.
    Managing the planning and logistics for external events, public speaking engagements and open days at the Lab.
    Serve as a concierge for our guests and visitors when they are on-site
    Collaborate with global and regional team.
    Work closely with Lab Producer Team to provide key resources during Lab meeting, ideaXchange days, Demo Due Days, and other Lab Milestone activities.

Creativity and Inspiration:

    Nurture a diverse community of innovators and designers via unique and impactful experience and spaces that support them to do their best work.
    Allow guests and visitors to feel inspired and create a fun, inspiring and vibrant Lab environment – for example, what kind of event would you like to host to inspire the community? What kind of food experience will make our people excited? How can we make celebratory moments memorable?
    Work with Lab Producer on planning, organizing and hosting Lab events and workshops. Celebration like birthdays, anniversary, annual offsite, year end party are a few examples – all kinds of fun stuff that makes Lab culture unique.

Project Administration Support:

    Support PM team and project team in preparing paperwork and documentations.
    Work with PM team to support project related paperwork and document system log in.

 

DIMENSION:

    Internal contacts:

●    Liaise with Retail, Marketing, Communication, Merchandising, CRM, PR, High Jewellery, Logistics, SDP&VM and other related teams in Cartier/Richemont to support the implementation of different innovative projects.

 

Qualifications:
•    3-5 years of experience in office/lab/studio management, administration support, executive assistant or related.
•    Capable of smooth interaction with individuals from diverse profiles (from Cartier board member to local street artist).
•    Good eye for detail and a proactive approach to performance and accuracy.
•    Efficient/Lean work attitude, multitasker in a dynamic, fast-paced environment.
•    Excellent coordination and communication skills, having a positive personality as well as being confident and outgoing.
•    Willingness to continuously learn & share insights.
•    Fluent in written and spoken English and Mandarin