Administration Coordinator, Western Europe

POSITION PURPOSE

The Administration Coordinator is responsible for supporting the Regional Manager Western Europe and the regional team and assisting with the management of company funded projects and proposals and also providing administrative support to members of the team.

PRINCIPAL ACCOUNTABILITIES

• Provide high level administrative support to the Regional Manager Western Europe. As directed, review, develop, document and implement effective administrative processes for the management of AWI Funded projects and proposal associated with the Western Europe region;

• Develop monthly and annual administration planner to ensure all invoices, contracts, purchase orders and related administration is successfully met within set business time frames;

• Inform the relevant Project Manager of any concerns which may adversely impact on the organisation or delivery of agreed outcomes;

• Provide timely and accurate reports to managers on programme and project data, and assist with the interpretation of those reports;

• Assist the regional team with End of Financial Year reconciliations of projects (this will include closing off projects and creating new projects in the SAP system);

• Assist the regional team with SAP related administration and monthly reporting, measurement and evaluation;

• Draft legal documents including project contracts, consultancy agreements, non-disclosure agreements and purchase orders;

• Track and manage the workflow process for contracts, agreements, purchase orders and other project related paperwork for the team;

• Liaise with providers, consultants and commercial partners to ensure their obligations to AWI are being met;

• Maintain project information in SAP and the company’s document management system;

• Carry out filing (hardcopy and electronic/digital) of all contracts, purchase orders and other documentation and correspondence as required;

• Book regular domestic and/or international travel for team members and, where necessary, visitors to the Paris and/or London office;

• Manage any courier requirements for the Paris office;

• Manage MasterCard expenses, on monthly basis, for the Regional Manager Western Europe;

• Assist with meeting preparation including booking rooms/venues, arranging catering and organising any tea/coffee requirements on the day of a meeting;

• Assist the Regional Manager with preparing Board and/or Committee meeting papers;

• Goods receipting, coding invoices and expense claims for all members of the team;

• London@wool.com - Create a workflow for managing inbound correspondence/queries and manage accordingly;

• Manage Source Wool enquiries from Woolmark.com;

• Carry out administrative duties to support projects and operational flow e.g. reporting, meeting planning/execution, minutes, formulating internal documents e.g. graphics request, and briefing HQ on content needs;

• Take minutes of regional and other team meetings as required;

• Assist with shipping/logistics in relation to workshops or other events and The Wool Lab;

• Support with completing new vendor forms and creating PO’s in Sap and PO execution via Docu-sign;

• Manage regional calendar according to road map, add in relevant external regional and global events we should be aware of e.g. fashion and design weeks, Textile Exchange conference, Sustainable fashion Angle, COPS etc.;

• Work with key personnel in HQ to manage internal updates/training where required. For example:

• New systems or updates e.g. salesforce, optimisation of salesforce for regional use – if we are missing functionality insight how can they close the gap?

• Better management of calendars for collaboration and for external meetings, improving efficiency and collaboration potential.

• Be the liaison with HQ to assist in diagnosing and solving issues;

• Create a system for contact/target communications (which sits outside of licensing) based on the regional communications plan for stakeholders to increase contact and more personalised engagement;

• Create email templates, send out and manage subsequent inbounds and updates via company tools such as Optimizely and Salesforce. For example, sending out seasonal Wool Lab updates and following up with supply chain partners and collecting wool lab fabric samples;

• Populate content calendar, create content copy for newsletters/updates from primary information provided using tools such as ChatGPT;

• Event coordination support e.g. logistics, basic talent management, content creation via HQ and reporting;

• Support with mobile content capture at events;Update information in the CRM (Salesforce) as directed;

• Manage stationery supplies for the Paris office

• Be the point of contact to deal with any office related IT issues

• As required, organise security/access passes for new staff or visitors to the Paris office

• Coordinate and action other office related tasks as directed

• Perform other administrative tasks as and when required.

SKILLS AND KNOWLEDGE REQUIRED

Technical Knowledge

• Experience reporting on projects would be highly desirable

TWC PD – Administration Coordinator Western Europe – September 2024

• Intermediate + skills in MS Word, Excel and Powerpoint

• Previous experience with document management systems is highly desirable

• Experience with SAP would be highly regarded

• Knowledge of the fashion/textile industry would be an advantage but not essential

Work Experience

• 2+ years’ experience in an administration role is essential

• Previous experience in project administration will be highly regarded

Other Skills & Attributes

• Highly developed communication skills, including an ability to write clearly and concisely in a manner that meets audience requirements (in both French and English)

• Able to work as part of a team and provide support to a diverse group of individuals with varying requirements

• Flexibility is essential as this role may require the individual to work outside of normal hours

• Strong attention to detail

• Excellent organisational skills and ability to prioritise

• ‘Can Do’ attitude

• Ability to build effective business relationships at all levels

• Process orientated, yet with flexibility to attend to urgent team requirements

• Self-managing and highly motivated

• Ability to demonstrate planning and implementation skills

• Proven ability to multitask and meet deadlines

• Strong ability to focus on tasks at hand and avoid potential distractions

KEY RELATIONSHIPS

Internal

• Local team in Paris

• Regional Western Europe team

• Finance team in Head office

• Marketing team in Head office

• Legal Services & IP team in Head office

• Other head office and internal parties as required