Purpose of Role:

To execute administrative tasks for the retail area, providing agile support to retail and Managers.
To improve efficiency and diligence in all administrative processes related to the areas of his/her responsibility.
To guarantee appropriate backup assistance to the Retail Support area of the business, avoiding disruptions in critical business processes.

Reports to:
Retail Support Iberia

Key Responsibilities:

Collaborate with Retail Support in Sales and Commercial reports, Retail operations and Retail communications

Analyse commercial information, preparing and updating retail reports:

Stores daily sales report – daily.
Loss of sales report – daily.
Trading summary report – weekly.
Budget splits – weekly / period.
Period Trade report – period.
Customer Complaints Report – period.

Collaborate in order to support stores queries, giving an accurate and fast response, regarding:

Retail operational issues.
Customer service issues and customer complaints.
Consumer inspections from the authorities.
Equipment requests.

Support the retail communication central function from Head Office to the stores, ensuring the information is sent on time and adapted to the local requirements.

Prepare and publish the Daily Action News (daily retail communication), containing the relevant information on stores action required, company news and retail important information.
Prepare and publish the Weekly Action News (weekly retail communication), containing summary information on sales results and weekly key priorities.
Send out important Urgent Retail Communications, Store Alerts and Reminders to the stores.

Corporate travels administration

Manage all the corporate travel requisitions in coordination and permanent contact with the company travel desk, the local travel agency and the stores, following the company travel policies and procedures.

Supervise and control the travel requests managing an end to end process through the corporate system (CONCUR).
Assure all employees receive the travels confirmation right first time and on time.
Point of contact to support the regional office and stores queries about travels giving an accurate and fast response.
Receive, check, process and control the retail area invoices on a weekly basis.

Retail invoices administration

Receive, check, process and control the retail area invoices (security, outsourcing, stationary and any other retail invoices).

Control the retail invoices, solving any queries from the suppliers and supporting the company Finance and Accounts Department.
Ensure the retail invoices are processed on time.
Follow up on pending payments.
Requisitioner for the PO's needed by the retail area through the Primark Invoice Automation Tool (PIAT).

Office administration

Support the Iberia Regional Office administration and supervise the office reception desk tasks:

Coordinate and supervise the facilities maintenance for the Regional Office through the Primark Maintenance Management System (PRIMMS).
Manage the monthly stationery order for the Regional Office.
Coordinate any punctual extra cleaning or security requirement for the office.
Office reception desk supervision (weekly movements and weekly management rotas compilation, mail, shipments, meeting rooms, office purchases, etc.).

People assistance

Provide personal assistance to the executive team assigned in the Regional Office:

Support on travels and expenses, according to the company policies and procedures, using the corporate system (CONCUR).
Update agenda, organize travels and meetings.
Prepare and organize visits and events as demanded, facilitating the logistics requirements.
Support any ad-hoc query needed by the executive team assigned

Skills/Knowledge/Experience