Norfolk Office & Merchandise Coordinator Job at Monica Vinader (Holkham, Norfolk)

Job Description

The Norfolk Office & Merchandise Coordinator role is an exciting opportunity to join the New Product Development (NPD) team based in Holkham to ensure that the office site reflects the brand values of Monica Vinader, and have full ownership of managing the product samples warehouses. This role is integral in ensuring that all Monica Vinader occupied areas are representative of the brand, with maintenance and health and safety requirements being upheld. In addition, ensuring the product sample warehouses are maintained to enable many different important tasks to be performed utilising the stock. Finally, you will be responsible for a number of administrative duties to support a range of activities across the NPD team.

Job Responsibility

Holkham Site Coordination: Ensure the office remains a safe and welcoming environment by managing facility maintenance, health and safety protocols, and daily hospitality requirements
Manage the site maintenance, ensuring building issues are dealt with effectively, in a timely manner, proactively, and within budget, including liaison with external contractors to execute fixes
Responsible for the overall H&S of the site to ensure it's a safe place for people to work and visit, inclusive of regular reviews, H&S servicing appointments, reporting, and organising training
Responsible for the cleanliness of the site and coordination with the cleaning company to ensure they work to a high standard. Along with ensuring general upkeep of the required office aesthetics
Organise all subsistence requirements including snacks, drinks and daily lunch for the team & any visitors. Support in the coordination of office visits (internal and external) to ensure that the office space is fit for purpose and assist with on-the-day hospitality requirements. e.g. site tours, room set-ups etc
Oversee the Holkham site budget tracker to ensure spend is tracked accurately and the assigned budget is adhered to, including forecasting spend and reviewing cost saving opportunities
Warehouse Stock Management: Maintain the accuracy and accessibility of multiple NPD product sample warehouses through organised storage, regular stock reviews, and rigorous inventory control
Manage the NPD product samples warehouses to ensure our stock levels are accurate and the warehouse is easy to access and usable including stock storage layout, accuracy, and quality
Coordinate movement of stock between warehouses using internal systems and physical organisation
Undertake quarterly stock reviews to ensure inventory reflects our current product range and conduct regular stocktakes
Plan and execute the end of year stocktake for completion across all NPD warehouses in line with business deadlines
Product Sample Shipments: Coordinate the end-to-end logistics of incoming and outgoing samples, acting as the primary liaison for couriers, supply partners, and internal teams to ensure timely delivery
Responsible for shipping products / samples for all NPD team members. Liaise with external suppliers and courier companies along with using in-house systems to generate shipment paperwork and organise collections
Receipt in all shipments arriving at the office, including samples from suppliers and distribute to team members in a timely manner
Coordinate quarterly sample shipments to trade partners, including liaison with trade managers regarding requirements and deadlines, along with organising stock and generating shipments
Review and reconcile NPD sample invoices, ensuring timely approval and escalation if required
Administrative Support: Provide general administrative support to the wider NPD team to assist with day-to-day activities, alongside specific duties
Raise purchase orders using our in-house system for all NPD sample requirements
Support the supply team by tracking and keeping record of all supplier due diligence requirements

Requirements

Communicates Effectively - Ability to act as a clear link between internal teams and external partners, confidently liaising with multiple stakeholders to ensure instructions are understood and issues are resolved quickly, with updates shared in a timely manner
Collaborates Proactively - You are a helpful, hands-on team player who approaches a wide remit of responsibilities with a positive attitude, happy to support colleagues across different functions to ensure shared team goals are met
Workflow Management - Highly organised with a keen eye for detail, you are capable of managing logistical processes and administrative tasks efficiently to ensure operations run smoothly and deadlines are consistently met
Focuses on the Right Thing - Proven experience managing multiple priorities in tandem, with the ability to identify urgency versus importance and adjust your focus to remove blockers based on business needs
Embraces Change - Resilient and self-motivated, you thrive in fast-paced environments, quickly adapting to changing requirements and proactively seeking out solutions
Functional/Technical Expertise - Confident in navigating administrative systems and handling data with accuracy, alongside a practical understanding of operational standards and budget tracking
Ability to document your authorisation to work in the United Kingdom

Nice to have

Are hands-on, solutions-focused, and entrepreneurial
Collaborate openly with humility, honesty, and humour
Embrace learning, teaching, and personal growth
Stay resilient, adaptable, and self-motivated in a creative environment
Speak up when you don’t know—and act fast to figure it out

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Norfolk Office & Merchandise Coordinator

Job Description

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