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Job description

Company Description

(MALIN+GOETZ) is a fast-growing, 19-year-old, founder-based gender-neutral beauty and lifestyle business based in New York City. We operate 13 flagship apothecaries in NYC, LA, London and Hong Kong; along with an expanding presence online through www.malinandgoetz.com. Additionally, the brand is listed internationally with 600+ high-end accounts across five continents, including Space NK, Selfridges, Liberty, Nordstrom, Lane Crawford, and Sephora; and amenity partners that include 5* hotels, spas and concept gyms. Our company champions three values: humanity, empathy + fight, and these values are embedded into everything we do. We foster employees to represent these values in all aspects of their work.

Position Summary

The UK + EU Sales Administrator is primarily responsible for supporting the Head of Sales + Export and the Wholesale Manager by completing product information, account administration, order forms and reporting. This role reports to the Senior Operations Manager and is the bridge between Sales and Operations ensuring a smooth supply and helping to maximise business opportunities. The Sales Administrator will also support the Fulfillment Manager and Customer Services Coordinator in the completion of orders and customer enquiries. Attention to detail, ability to multi-task, and a warm communications style are critical to this role.

Essential Duties and Responsibilities: Based in the London corporate office, the Sales Administrator will play a pivotal part of this small team reporting to the Senior Operations Manager. The role may be required to travel occasionally to the UK warehouse based just outside Gatwick, and potentially store locations on occasion. The role will:

Wholesale + Distribution

• Complete New Line Forms and product information paperwork for key accounts, monitoring packaging transitions, new launches and discontinuations.
• Manage + update Wholesale and Amenities Order forms with accurate pricing + product information.
• Work with the global operations team to ensure product master data is updated + accurate including commodity codes and product weights and dimensions.
• Manage the network report ensuring that all doors are counted per region.
• Update the store locator information to ensure the website accurately reflects the company network.
• Support the fulfillment manager in resolving delivery issues, RTVs, recredits and reorders.
• Supporting the Marketing Team in delivering collateral to Key Accounts.

Retail + Marketing

• Supporting the Marketing team with monthly campaign and activities (stock + collateral) ensuring adequate cover for new product launches, events and merchandising initiatives as instructed by the Marketing Manager.
• Working with the Retail Manager to ensure adequate stock controls are in place and inventory accuracy is maintained.
• Working with the Retail Management team to implement + measure cycle counts and the bi-annual inventory procedures.
• Working with the Retail Manager on the delivery and execution of new store locations and pop ups.

Operations

• Managing and updating the Samples Tracker to ensure accurate information is provided to the teams around stock availability.
• Working with the Senior Operations Manager to implement + measure cycle counts and the bi-annual inventory check in both the UK + Poland Warehouse locations.
• Work with warehouses as needed to problem-solve issues relating to customers’ orders.
• Complete the invoice tracker for the warehouses, monitoring + reporting on spend by channel.
• Assist with office functions as needed, including answering general telephone line.

Competencies: To perform the job successfully, an individual should demonstrate the following.

• Continuous Learning - Assesses own strengths and weaknesses. Pursues training and development opportunities. Seeks feedback to improve performance. Shares expertise with others. Strives to continuously build knowledge and skills.
• Customer Service - Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.
• Planning & Organization - Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.
• Problem Solving - Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem solving situations.
• Teamwork - Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to others' views. Gives and welcomes feedback. Puts success of team above own interests.
• Use of Technology - Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• Some experience in administration, preferably with experience in Beauty Retail.
• Customer Service experience preferred.
• Strong computer knowledge and skills, including a high level of proficiency in Excel.
• Strong arithmetic and data analysis skills.
• Excellent written and verbal communication skills.
• Excellent organizational skills, detail-oriented, self-motivated, and the ability to multitask in a busy office environment.

Language Ability:
Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.

Mathematical Ability:
Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Apply concepts of basic algebra and geometry.

Reasoning Ability:
Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:
Strong excel skills required.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to use hands to finger, handle, or feel and talk or hear. Specific vision abilities required by this job include close vision.

The above job description is not intended to be an all-inclusive list of duties and standards of the position.
Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

(MALIN+GOETZ) is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, creed, religion, gender (including gender identity or expression), pregnancy, childbirth or related medical conditions, sexual orientation, marital status, domestic violence, sexual violence or stalking victim status, ancestry, national origin, alienage or citizenship, age, disability, military or veteran status, genetic information or predisposing genetic characteristic, or other protected status.

Job Type: Full-time

Pay: From £27,000.00 per year

Benefits:

• Employee discount
• Referral programme
• Sick pay
• Work from home

Schedule:

• Monday to Friday

Ability to commute/relocate:

• London, W1C 2NB: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Will you now or in the future require sponsorship for employment visa status?

Experience:

• Customer service: 1 year (preferred)
• Administrative: 1 year (preferred)
• Microsoft Excel: 2 years (preferred)

Work authorisation:

• United Kingdom (required)

Work Location: Hybrid remote in London, W1C 2NB