Job
Description
The role of a Fashion Office Administrator typically involves a variety of tasks that ensure the business runs efficiently. Your key responsibilities in this role include: General Office Management: - Organizing Office Space: Ensure that the office environment is tidy, well-stocked, and conducive to productivity. - Coordinating Supplies: Manage inventory and order office supplies, including equipment, stationery, and tools. - Maintaining Files & Documents: Organize and maintain physical and digital files, ensuring easy access to documents related to fashion collections, design sketches, contracts, etc. - Scheduling & Calendar Management: Handle the scheduling of meetings, appointments, and events for senior team members, designers, or fashion executives. Communication & Correspondence: - Client Liaison: Act as the first point of contact for clients, suppliers, and vendors. Ensure timely and professional communication via phone, email, or in-person. - Internal Communication: Facilitate communication between departments (design, production, marketing, etc.) to ensure smooth workflows. - Meeting Coordination: Schedule and organize meetings, prepare agendas, and take minutes for key discussions. Support to Fashion Design & Production Teams: - Sample Management: Track and coordinate the delivery, storage, and return of clothing samples from designers, manufacturers, and showrooms. - Fabric & Material Management: Assist in tracking fabric, materials, or trims for new collections. - Budget Monitoring: Assist the finance team in tracking costs for design and production, ensuring that budgets are followed. Data Entry & Reporting: - Database Management: Maintain an updated database of contacts, suppliers, clients, and industry professionals. - Report Generation: Prepare reports related to inventory, sales, client feedback, or project status for management review. Human Resources Support: - Staff Coordination: Help with the onboarding process of new employees and interns, including setting up their workspaces and ensuring they have necessary tools. - Timekeeping: Assist with tracking staff working hours, leave requests, and other administrative HR tasks. Vendor & Supplier Management: - Purchase Orders: Assist in placing orders for raw materials, garments, or office supplies, ensuring that they are delivered on time. - Negotiations: Help with liaising between suppliers and designers or purchasing managers to negotiate prices, timelines, and quality. Customer Service & Sales Support: - Customer Inquiries: Handle customer inquiries related to collections, availability, and general product information. - Order Processing: Assist with order processing, tracking shipments, and customer follow-ups. Market Research & Trend Tracking: - Fashion Industry Research: Assist the design or buying teams by collecting information on current market trends, competitors, and consumer preferences. - Competitor Analysis: Monitor the activities of other fashion brands and provide the team with insights on their offerings. Miscellaneous Tasks: - Ad hoc duties: Assist in any other administrative or operational tasks as required by the team or management. Skills & Qualities Needed: - Organizational Skills - Communication Skills - Time Management - Problem-Solving - Fashion Knowledge - Proficiency in Office Software Qualifications (Optional but beneficial): - Experience in a fashion-related role or administrative position. - Degree or coursework in fashion, business administration, or related fields. - Previous experience in office administration or as an assistant in the fashion industry can be advantageous. The role of a Fashion Office Administrator is both dynamic and essential, as it combines creativity with organization and multitasking, contributing significantly to the overall success of the fashion business or department.,
