Administration Coordinator, Western Europe

il y a 2 semaines

Paris, Île-de-France The Woolmark Company Temps plein
Job Title: Administration Coordinator, Western Europe

About The Woolmark Company

The Woolmark Company is the global authority on wool, the best of natural fibers. Wool is featured in the collections of the world's largest and most innovative brands. From haute couture houses to emerging streetwear creators, wool's versatility makes it the ideal partner for creation.

Job Description

Provide high-level administrative support to the Regional Director for Western Europe. According to instructions, examine, develop, document, and implement efficient administrative processes for managing AWI-funded projects and related proposals in the Western Europe region:

  1. Develop a monthly and annual administration plan to ensure all invoices, contracts, purchase orders, and related administration are successfully handled within the company's set deadlines.
  2. Inform the concerned project manager of any issue that may have a negative impact on the organization or the agreed-upon results.
  3. Provide project and program data reports to stakeholders in a timely manner and contribute to the interpretation of these reports.
  4. Assist the regional team in closing year-end financial reconciliations for projects (this will include closing projects and creating new projects in the SAP system).
  5. Support the regional team in SAP-related administration and in establishing monthly reports, metrics, and evaluations.
  6. Write legal documents, including project contracts, consulting agreements, non-disclosure agreements, and purchase orders.
  7. Follow and manage the workflow process for contracts, agreements, purchase orders, and other project-related documents for the team.
  8. Ensure liaison with suppliers, consultants, and business partners to ensure AWI's obligations are met.
  9. Maintain project information in SAP and the company's document management system.
  10. Classify (paper and electronic/digital) all contracts, purchase orders, and other documents and correspondence as needed.
  11. Book national and/or international regular travel for team members and, if necessary, Paris and/or London office visitors.
  12. Manage Paris office mail needs.
  13. Manage MasterCard expenses on a monthly basis for the Western Europe Regional Director.
  14. Assist in preparing meetings, including room/space reservations, catering organization, and day-of-meeting needs.
  15. Assist the Regional Director in preparing board meeting documents and/or committee documents.
  16. Create a workflow to manage incoming correspondence and manage accordingly.
  17. Manage Source Wool information requests from Woolmark.com.
  18. Perform administrative tasks to support projects and operational flow, such as reports, planning, and execution of meetings, minutes, internal document formulation, for example, graph requests, and briefing the headquarters on content needs.
  19. Write meeting minutes for regional and other team meetings, if necessary.
  20. Assist with dispatch/logistics related to workshops or other events and The Wool Lab.
  21. Assist in filling out new supplier forms and creating purchase orders in SAP and executing them via Docu-sign.
  22. Manage the regional calendar according to the roadmap, add relevant regional and global external events, for example, fashion and design weeks, Textile Exchange Conference, Sustainable Fashion Angle, COPS, etc.
  23. Work with key personnel at headquarters to manage internal updates/trainings as needed.
  24. Improve calendar management for collaboration and external meetings, increasing efficiency and potential collaboration.
  25. Ensure liaison with headquarters to help diagnose and resolve issues.
  26. Create a communication system with contacts and targets (outside of license grants) based on the regional communication plan for stakeholders to increase contacts and personalized engagement.
  27. Create email templates, send them, and manage sends and updates later via company tools like Optimizely and Salesforce.
  28. Fill the content calendar, create text for newsletters, and updates from primary information provided using tools like ChatGPT.
  29. Support event coordination, for example, logistics, talent base management, content creation via headquarters, and reports.
  30. Update information in CRM (Salesforce) according to instructions.
  31. Manage Paris office stationery supplies.
  32. Be the point of contact to handle all IT-related issues at the Paris office.
  33. According to needs, organize security and access passes for new employees or Paris office visitors.
  34. Coordinate and perform other office-related tasks as instructed.
  35. Perform other administrative tasks as needed.

Required Profile

Technical Knowledge:

  1. A project reporting experience would be highly desirable.
  2. Intermediate + skills in MS Word, Excel, and PowerPoint.
  3. Prior experience with document management systems is highly sought after.
  4. SAP experience would be greatly appreciated.
  5. Knowledge of the fashion/textile industry would be an advantage but is not essential.

Professional Experience:

  1. More than 2 years of experience in an administrative role is essential.
  2. Prior experience in project administration would be highly appreciated.

Other Skills and Qualities:

  1. Very developed communication skills, including the ability to write clearly and concisely to meet public requirements (in French and English).
  2. Ability to work in a team and provide support to a diverse group of individuals with varying needs.
  3. Flexibility is essential, as this role may require working outside regular hours.
  4. Attention to detail.
  5. Excellent organizational skills and ability to set priorities.
  6. Positive attitude.
  7. Ability to establish effective professional relationships at all levels.
  8. Oriented towards processes, but with the flexibility needed to respond to urgent team needs.
  9. Autonomous and highly motivated.
  10. Proven ability to plan and implement.
  11. Ability to perform multiple tasks simultaneously and meet deadlines.
  12. Strong ability to focus on tasks to be accomplished.

Job Type: Full-time
Status: Employee
Salary: €38,000.00 - €40,000.00 per year
Benefits:

  • Flextime
  • Daily commute reimbursement
  • RTT

Working Hours:

  • Monday to Friday
  • Daytime work

Location: On-site

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