Job description

The Role:

In this role, you will support the Project Manager(s) to coordinate and follow up on project activities relating to the planning, development, procurement, construction, administration and reporting of Mulberry’s Store Development projects worldwide – including new stores, relocations, refurbishments, minor works and store closures – supporting the delivery of projects on time, on budget and to Mulberry’s quality standards.

Duties & Responsibilities:

Communication

· Communicate daily with the Project Manager(s) and head of department, various Mulberry departments, Suppliers, Architects, Contractors and Partners, to ensure projects complete on schedule, and that general items are dealt with and resolved accordingly.

· Ensure that all information passed through the department is shared with the appropriate persons, or parties, to ensure channels of communication are always open, and information accessible.

· Provide project support and ensure project continuity and communication during Project Manager’s absence / holiday.

Project Administration

· General administrative duties include: contacts database management, filing, appointment and message taking, organising couriers, assisting with travel itineraries, setting up meetings, minute taking, providing other departments with information relating to the stores for reports etc.

· Create, maintain and update the department project documents and records, project folders, project information, databases etc.

· Support to arrange meetings as required.

· Support the project manager(s) with contractor management – tracking and overseeing contractor documentation including confidentiality reports, pre-qualification processes and due diligence, contractor insurances and RAMs.

· Project planning & implementation

· Work alongside the Project Manager(s) to update and communicate project execution plans, design briefs, project schedules, review works and support required to meet deadlines, budget and quality.

Project Orders & Shipping

· Work with Project Managers to ensure that all orders are placed, and ensure these materials are shipped within the correct time frame, using the most appropriate method in terms of cost and timing.

· Confirm and track fixture and material orders - ensure all suppliers and freight forwarders keep to the agreed project supply and delivery dates. Ensure recipients are kept up to date on order progress and delivery coordination.

Project Finance Administration

· Work alongside Project Manager(s) to maintain all project cost records and re-charges for both Direct Retail and Partner projects.

· Administer quotations, purchase orders, invoice reconciliations, invoices processing & payment, re-charges to Partners, as per Project Managers’ instructions – to ensure project budget status is up-to-date.

· Advise Project Manager of any irregularities with orders or invoices.

· Consistent liaison with the Finance Department, to ensure that supplier invoices are allocated correctly and paid in time for specific project deadline requisites.

· Responsible for producing accurate and up-to-date project cost status reports bi-weekly as well as at Financial Half Year and Financial Year End.

Reporting

· Assist the project manager(s) to compile weekly status reports and monthly cost reports for senior management and finance departments.

Stock and Inventory

· Control Stock levels and new material stock orders – ensure that department stocks of props and materials are monitored using stock logs, and by liaising with the various suppliers. Working with the department Head to place new bulk/stock orders when required, and accordance with project projections.

Ad hoc projects and initiatives

· Collaborate on ad hoc projects and initiatives to streamline processes and department organisation and functions.

· Managing smaller/general ad hoc projects as may be required.

Team:

· Ability to work with in a dynamic and fast paced team.

· Work effectively with wider teams to ensure a smooth design to production process.

Brand:

· Understand and demonstrate the Mulberry employee values and behaviours: Be Bold, Be Imaginative, Be Open, Be Responsible.

· Support Mulberry to deliver an inclusive culture, through behaving in a way that is open-minded and respectful towards others, and understanding that your views, opinions and experiences may not always be shared by your colleagues.

· Act as an ambassador for Mulberry and communicate positively about the brand.

Skills & Experience Required:

· Relevant experience of working in a comparable administrative office-based role in a project-based environment.

· An understanding of or experience in design and construction or fashion retail industries a significant benefit.

· Good work ethic with an energetic approach and initiative - able to work autonomously through several tasks until completed to a satisfactory level; effectively prioritising, planning and organising own workload.

· Able to work as part of a team and contribute in a positive manner to the overall performance of the team.

· Able to develop and maintain strong relationships internally and externally.

· Able to effectively respond to changing deadlines and priorities.

· A willingness to question existing practice, propose and develop new solutions.

· Strong computer skills with competency in Microsoft Office and database packages; experience of accurate data entry.

· Organised and methodical with good attention to detail and ability to follow department procedures.

· Good numeracy skills, able to process orders and invoices accurately and efficiently.

· Strong command of written and spoken English.

Mulberry is an equal opportunities employer and we are passionate about hiring and developing the best talent. All hiring decisions are made only on the basis of qualifications, skills or experience and as they relate to the particular role. If you need us to make any adjustments to our application or interview processes to enable you to be at your best, please email us.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Benefits:

• Company pension
• Cycle to work scheme
• Employee discount
• Flexitime
• Life insurance
• Store discount
• Work from home

Schedule:

• Monday to Friday

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