Job Description

Founded in 1913 in Italy, the Prada Group was built on a tradition of excellence and with a vision of innovation. The Group, a world leader in the luxury sector, operates in more than 45 countries with the PRADA, Miu Miu, Versace, Church’s, Car Shoe and Luna Rossa brands, and has employees of over 100 nationalities.

JOB PURPOSE

The purpose of this role is to ensure the efficient and compliant operation of the shopfloor through comprehensive administrative and operational support. This position plays a pivotal role in maintaining seamless daily functions, upholding company standards, and serving as a key administrative liaison for the team, management, and various support departments, contributing directly to a well-organized and productive retail environment.

Due to department store working hours, candidates are required to be flexible with their working schedule, which may include weekends and late shifts.

RESPONSIBILITIES

• Conduct comprehensive training for new hires and existing staff on administrative and operational procedures, ensuring adherence to company standards.
• Enroll team members in relevant online training modules and monitor progress.
• Attend morning briefings to communicate critical updates and ensure effective information flow regarding processes and procedures.
• Ensure all team members strictly adhere to company procedures and internal control requirements.
• Process daily and monthly financial reports, promptly addressing and resolving any discrepancies.
• Monitor and maintain optimal petty cash levels.
• Verify all invoices with the relevant manager and forward them to the accounts department for processing.
• Process employee expense claims and manage cash advances for business trips.
• Oversee and reconcile financial records.
• Ensure all till procedures are efficient and operational.
• Maintain adequate stock levels of stationery, packaging, cleaning products, hygiene supplies, and other sundries within budget.
• Order all necessary consumables for the store.
• Maintain accurate and secure personnel data in compliance with the Data Protection Act.
• Manage uniform orders for the store, coordinating with management to ensure all team members have the correct attire, including the issue and return of seasonal uniforms.
• Organize and arrange all required Store Approval Passes.
• Maintain accurate records for holidays, sickness, absence, and timekeeping.
• Administer processes for new hires, employee transfers, and leavers.
• Ensure to manage time and absence management on the internal systems.
• Monitor and update employee sign-in and sign-out sheets.
• Prepare and email approved timesheets regularly.
• Monitor and record staff purchases, ensuring proper approval has been obtained.
• Serve as a key contact for all maintenance, accounting, and IT-related queries.
• Prepare and distribute the weekly Competitor Report to the DM, RFC, and DS.
• Create client catalogues as required.

KNOWLEDGE AND SKILLS

Similar previous retail shopfloor experience (till procedures, uniform management, customer interaction, etc.)

Administrative support experience, experience in managing various administrative tasks, including data entry, record keeping, reporting, and general office procedures.

Cash handling and financial administration, experience with petty cash management, till reconciliation, and processing invoices/expenses.

Experience in monitoring stock levels, ordering supplies, and maintaining organized storage.

Familiarity with maintaining personnel records, managing holidays/absences, and processing starter/leaver information.

Proficiency with MS Office Suite (especially Excel for reporting and data management) and potentially other relevant systems (e.g., POS systems, HR platform EVO).

Joining our Company means working in a creative and international environment, with teams of people motivated by curiosity and the quest for excellence. The engine of our success is the importance and value that we place on the talent and passion of our people leading to their own professional growth.
Prada Group promotes an inclusive work environment, ensuring equal opportunities for all candidates, regardless of gender, ethnicity, sexual orientation, disability, or other personal characteristics. We believe that diversity is a value and we are committed to build a fair and respectful workplace for all.