North America Operations Coordinator

Job description

Multi-faceted role with a weighting skewed towards the wholesale operations. To provide support to Dunhill Wholesale partners, Dunhill local store team & Dunhill HQ, in relation to but not limited to sales administration. Responsible for ensuring operational efficiency across the region’s retail and wholesale network.Tasks to be performed accurately, efficiently and in a timely manner.

 

KEY ACCOUNTABILITIES    

WHOLESALE

·  Operations/Systems
·  Sales orders creation, maintenance and tracking with precision and accuracy. 
·  Order allocation – Delivery and invoicing processing in coordination with supply chain. 
·  Responsible for ensuring operational efficiency; assisting with all aspects of EDI order maintenance; and providing customer service throughout the year. Tasks to be performed accurately, efficiently and in a timely manner.
·  Management of EDI orders / DropShip / GXS & DSCO – end to end processes.
·  General management and proficiency in technical tools utilised by the US majors to optimise sales
·  Performing execution of stock swaps, reorders, and RTV’s.
·  Monitoring of deliveries in and out of the local distribution centre (ODN’s and IDN’s). Communication with Freight Forwarders and Custom Teams as needed and required 
·  Responsible for new account creation and changes within Launchpad and the NDG tool in SAP.
·  Processing of PO’s as required.
·  Manage White Spot business in North America region from order creation to delivery.
·  Reporting
·  Provide support to Dunhill HQ WS team and WS partners in relation to sales administration.
·  Compile and analyse ongoing results related but not limited to sales, lead times and volume on a weekly and monthly basis, communicating to HQ. 
·  (Sell out, % fulfilment & stock on hand, by use of digital tools used by US majors – e.g. SPS commerce etc.) 
·  Support with WS Partner visits 
·  Client
·  Provide extensive product knowledge and handle all requests from WS partners on products and open backorders. (To be provided before, during and after sale.)

 

RETAIL

·  Act as the first point of contact for all Retail stores regarding head office functions, such as stock queries, banking corrections, policy and procedure.
·  Maintain a high level of SAP and till expertise, providing first level support and training Key Users and End Users in boutiques.
·  Coordinate and carry out boutique audits and report results to brand management. 
·  Raise customer orders (COs) for Made to Measure (MTM) products, working with boutique MTM specialists and the Production department to ensure orders are placed accurately and delivered on time.  
·  Raise Purchase Orders (POs) for locally purchased fragrance, eyewear and smokers products. 
·  Oversee stock movement between retail boutiques and the Regional Distribution Centre, approving and performing stock transfers
·  Provide reports and analysis of company stock as required
·  Proactively provide support and information to the Sales team and other departments in the Company.
·  Proactively maintain regular communication and give operational feedback to the Commercial and Merchandising teams.
·  Ensure all invoices received for stock items are processed quickly and accurately on SAP, following group finance procedures.
·  Write, communicate, implement and update retail policy and procedure documents in line with Richemont and Dunhill guidelines.
·  Create and maintain methods of communication with boutiques.
·  Training document creation and maintenance for Retail Operations related issues.
·  Raise Purchase Orders and process invoices for licensed products and non-stock items.
·  Support with store operations and execute internal loss prevention audits with this team.
·  Assist in creating, maintaining and communicating policies and procedures for USA Region as per company expectations. 
·  Liaise with IT, finance and HR on all initiatives and implementation of company objectives. For example: Updates of POS and till points, stock price changes, legalities and management of all non-exempt employees.
·  Manage all invoicing for the USA Region, including review, coding, and approvals.
·  Key User for SAP project, testing and execution for the region.
·  Support the Retail Management teams in all operational aspects. These responsibilities include but are not limited to: managing all internal services, vendor management, repairs and maintenance, after sales, uniforms, employee training on current and new systems

Education & Qualifications    

·  University education to degree level 
·  Experience    Wholesale mostly 
·  Extensive working knowledge and experience of working with US majors.
·  High proficiency in management of all processes utilised by US majors. (Not limited to but including EDI orders, drop ship, GXS catalogue, DSCO.)
·  Experience manipulating and creating reports -(sell out, stock availability) using the digital platforms utilised by US majors (e.g. SPS commerce) 
·  Significant experience at a Management level of a multi-site retail environment and its demands
·  Significant experience in Retail and Wholesale stock control or operations
·  Strong understanding at Management level of multi-site stock management and stock control, especially in relation to profit and loss 
·  Experience of managing projects over multiple retail sites and departments
·  Strong planning and management skills 
·  Experience of reviewing, implementing and/or streamlining processes and procedures across multiple countries 
·  Proven experience of working alongside Marketing, VM, and Product Teams 
·  Proven experience of working with Merchandising and a clear understanding of this area 

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