Administrator- Doha

**Administrative Assistant**:
Responsible to: Store / Concession Manager

Responsible for: Cashiers

Job Purpose: Support the activity on the store / concession on an Administrative level.

Supervising all cashing operations.

Managing stocks in order to prevent stock losses.

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**KEY RESPONSABILITIES**:

- SUPPORT THE ACTIVITY OF THE STORE ON AN ADMINISTRATIVE LEVEL

**1 Procedures knowledge**:

- Use the CD procedures handbook all times as a guidance and reference.
- To be in charge of procedures training.
- Working with the Manager on the implementation of procedures within the boutique (Audit grid).

**2 Relationships with Back Office**:

- Reconciliation of all good invoices with computerized delivery note on a regulary basis.
- Checking all supplier invoices.
- Transmitting all invoices for payment to Finance Department.
- Management of the store Petty Cash (register all expenses and monthly control of the balance)
- Supervise with the Manager staff expenses
- Prepare any specific reports required be the Back Office (foot flow )
- Monthly Cut Off
- Doing the Cut Off before the 5th of each month.
- Controlling that the cut off is in line with the previous one.
- Checking and signing the Inter Company Lists.
- Follow up any pending operations of the Cut off.
- Investigate any margin discrepancies.

**4 Data Base maintenance and development**:
**4.1 To be responsible for the maintenance of the customer database (cleaning, merging and capturing)**:
**5 Others**:
**5.1 To support the Manager on HR administration duties such as uniforms, absent forms. Preparation of any specific report required by the manager.**:

- Order all specific items required by the boutique and validated by the manager such as stationary.
- Follow up of all packaging reorders.
- Assist the team in the preparation of the sales.
- To carry out any additional duties as directed by the Manager.
- _Taking care of the repairs department in coordination with the sales associate in charge of._
- SUPERVISING ALL CASHING OPERATIONS

**6 Cash handling and control**:
**6.1 To handle all cash transactions and respect all cash procedures.**:

- Merging all tills of the boutique
- Do the banking for all payments
- On a daily basis checking the turnover of the boutique
- Investigate any discrepancy
- Follow up of unused deposits and credit notes on a monthly basis.
- Follow up store customer details capture.
- MANAGING STOCKS IN ORDER TO PREVENT STOCK LOSSES

**Profile**:
**7 Organize and follow up all stock movements: Deliveries/ Transfers/ Private Sales**:
**7.1 Organize reception of the deliveries.**:

- Check the deliveries according to the delivery note.
- Process deliveries on the computer: Suppliers + Transfers IN from other CD Boutiques.
- Take care of unsolved delivery issues.
- Organize transfers
- Invoice Transfers OUT to CD Boutiques.
- Organize Private sales.

**8 Stock security and stock control**:

- Maintain high level of order within the stocks.
- Check that all items have security price + tags.
- Supervise stock’s security.
- Organize weekly rotating stock takes.
- Analyze results and investigate any discrepancy.
- Follow up negative stocks on a weekly basis and make adjustments on negative stocks.
- To prepare and manage the annual inventory.
- ADDITIONAL RESPONSABILITIES

To carry out any additional duties as directed by the Manager.

**PERSON SPECIFICATION**

**ADMINISTRATIVE ASSISTANT**:

- Outstanding customer service
- Commercial awareness
- Smart appearance that represents the Christian Dior image
- Ability to support the team
- Honest, flexible, autonomous, dynamic, open-minded and self motivated.
- Fluent spoken knowledge of another language would be an advantage.