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Logistics Coordinator, Retail Events
Estee Lauder
New York, NY, United States
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POSITION SUMMARY:
The Logistics Coordinator provides administrative, logistical, and execution support to the NA Retail Events team. Their largest focus is on shipping/handling and sourcing/kit materials. They also support financial balancing, departmental operations, and extensive store support to the Field for various events. The Coordinator must work well in a fast-paced environment, adhere to short timelines, be detail-oriented, and possess strong follow-through on projects.
PRINCIPAL ACCOUNTABILITIES:
Orchestrate & Balance all Shipping for Assigned Projects/Programs
•Partner with Event Managers and Head of Production throughout NOAM to schedule all shipments for all events
•Work with various approved ELC shippers to quote, estimate and project shipping costs
•Partner with VP, Executive Director & Administrator to approve shipping cost estimates per program in advance
•Execute vendor agreements with shippers based on approved direction
•Track and monitor all shipments to assure they are on-track for event dates & load-in
•Follow-up with stores to advise of expected receipt of goods
•Assure all goods are received in perfect condition and stores are set-up for success
•Schedule shipments for replacement goods as needed if approved by VP, Executive Director & Administrator
•Issue budget updates for shipping trackers monthly to the team
Support departmental files, recaps, finances
•Support the Input, tracking and management of SAP Invoicing systems for shipping
•Issue, track re-classes & invoicing working with the various point persons for each program
•Maintain log and follow-up for partner store charge backs, co-ops; in concert with the Event Managers
•Issue Co-ops for Key Retailer assigned to corresponding Event Manager
•Assist in the development of any reports
•Support event recaps and spreadsheets for general programs
•Actively maintain recap of all educational events for assigned markets
•Direct interaction with M·A·C locations
•Assure all financial reporting is up to date per financial deadlines for all event programs
Event Fulfillment & Department Support
•Support event calendar, including all incremental seminar scheduling & shipping in concert with Administrator
•Work with ED of Event Production and Managers on maintaining inventory, ordering and tracking event collateral
•Order and ship all incremental seminar collateral
•Event specific programs – support department by processing requests, scheduling product orders
•Work with vendors as needed to manage event & payment timelines
•Work with Production Team to support all educational/non-collection based programs for the Field
•On-site production support as needed for select events
•Coordinating meetings and arrange conference calls as required
•Assist in preparation of material, product, reports, etc. in preparation for meetings
•Ordering supplies
•Maintain Production Center for Retail Events in an orderly fashion
•Processing of shipments & maintenance of physical catalogue of stored items for Retail Events NOAM
•Properly maintain all storage units and spaces
•Assistant responsibilities to the Department
•Support staff Item & T-shirt size support for assigned regions
•On-site production support as needed for select events
Qualifications
POSITION REQUIREMENTS:
•Extensive knowledge of Microsoft Office (Word, Excel, PP, Outlook), Adobe Acrobat, and understanding of web-based & Oracle databases (i.e. online data management, SAP). Adobe design knowledge helpful
•Excellent communication skills, orally and written
•Understanding of math formulas required for tracking and finance analysis
•Extremely organized
•Very detail-oriented
•Shipping & Handling experience necessary
•0-2 years of experience
Effort:
This position requires excellent communication skills to be performed on a daily basis. This position requires physical effort. Unpacking and packing of [sometimes heavy] materials will be required. There may be moving and setting up of boxes, event pieces and other collateral. (Minimum 40 lbs). Occasional travel may be required.
Working Conditions:
West Coast Campus (LA Offices); occasional event attendance at M·A·C locations.