Visual Merchandising Operations Assistant

Overview

Join to apply for the Visual Merchandising Operations Assistant role at Robert Walters.

This role is a 12-month temporary contract with potential for extension. You will support the Visual Experience and Store Design & Planning teams, ensuring seamless delivery of materials from global suppliers to local markets. Work with cross-functional teams including Logistics, Finance, Legal, Product Development, Brand, and Merchandising in a collaborative environment.

What you\’ll do

• Coordinate procurement, purchasing, and logistics activities for Visual Experience and Store Design & Planning materials from headquarters and external global suppliers to local markets.
• Set up new suppliers on internal systems, maintain compliance documentation, and manage supplier databases to ensure partners meet company standards.
• Draft accurate order forms for new projects, liaise with legal teams for contract compliance, and issue final documentation for signing while maintaining meticulous records.
• Assist with supplier negotiations and tender processes by following established procurement procedures and ensuring all documentation aligns with company policies.
• Raise and track purchase orders, PIMS entries, and invoices in internal systems; support budget forecasting and planning with department heads.
• Monitor budget tracking and reporting processes; deliver regular cash flow forecasts in collaboration with the finance team.
• Coordinate timely deliveries of samples, seasonal visual merchandising materials, packaging, and store design elements for new stores or renovations across global locations.
• Ensure smooth customs clearance by providing correct documentation tailored to country requirements and troubleshoot logistics issues as they arise.
• Maintain up-to-date communication with global teams regarding production timelines, delivery progress, customs fees, and process improvements to enhance efficiency.
• Support team administration by organizing meetings, preparing presentation documents, managing sample libraries, documenting sustainability credentials of materials, and refining operational processes.

What you bring

• Relevant university degree or professional qualification or demonstrable experience in a similar global coordination or administrative role within retail or visual merchandising environments.
• Excellent organizational skills with the ability to manage multiple priorities under tight deadlines while maintaining attention to detail.
• Strong project management capabilities including experience creating prioritisation frameworks for activities across departments.
• Experience in budget maintenance and tracking; familiarity with SAP is highly desirable for processing purchase orders and invoices.
• Knowledge of international shipping procedures and customs requirements; exposure to print production or packaging material specification is advantageous.
• Understanding of store design materials and processes would be beneficial but not essential.
• Advanced proficiency in Microsoft Office applications and SAP.
• Exceptional time-management skills with a proactive approach.
• Demonstrated intercultural sensitivity with strong interpersonal communication when collaborating across diverse teams globally.
• Motivation driven by curiosity about what\’s possible within visual merchandising and enthusiasm for promoting positivity within teams.

Company context

This organisation is a luxury retail leader known for quality craftsmanship and exceptional customer experiences. It supports flexible working arrangements, professional development, and a collaborative, inclusive culture. The company provides access to training opportunities and resources across disciplines to support career growth.

Apply

If you are ready to take your passion for visual merchandising to an exciting level within an internationally respected luxury brand, apply now by following the application process provided.