Administrative Specialist

SHEIN is a global online fashion and lifestyle retailer, providing an extensive range of affordable, SHEIN-branded apparel and products sourced from a global network of vendors. Since our founding in 2012, we have expanded to serve customers in over 150 countries worldwide. Our EMEA headquarters are in Dublin, and we now operate over 15 offices across the EMEA region.

At SHEIN, our mission is to make the beauty of fashion accessible to all. Through our industry-leading, on‑demand production model, we support a smarter, more future‑ready fashion industry that adapts to the changing needs of our customers.

Learn more about SHEIN by following us at https://careers.shein.com/ and https://www.sheingroup.com.

Position Summary

We are looking for an Administrator to join our London Photography Studio team. The Admin plays a key role in supporting the efficient and accurate operation of the photography studio by overseeing payment administration, cost analysis, and contract management for all photoshoot and project activities. This position ensures timely and compliant payment processing, maintains reliable records, and collaborates closely with production and finance teams to drive effective budget control and reporting.

Location: London, England, United Kingdom

Job Responsibilities

• Process and manage all photoshoot and project‑related payment workflows, ensuring timely completion within studio deadlines.
• Maintain up‑to‑date payment records, monitor costs, and carry out regular reconciliations to ensure accuracy and compliance.
• Manage payment requests across different entities, ensuring correct cost centre allocation and alignment with finance policies.
• Maintain and update supplier information, ensuring all payment details are accurate and properly recorded.
• Monitor the status of payment submissions to ensure timely processing, follow up where necessary, and chase outstanding invoices from model agencies and suppliers.
• Identify and resolve discrepancies in payment records or documents to maintain accuracy and reliability.
• Collaborate with production teams to verify budgets, approve expenses, and support internal cost control.
• Provide detailed cost breakdowns and variance analysis to support department planning.
• Prepare and present cost analysis reports, highlighting key trends, risks, and insights for management.
• Conduct monthly cost analysis reporting to support financial planning and control.
• Maintain and update photoshoot supplier contract records for accurate filing and easy retrieval.
• Review key contract terms related to photoshoot supplier payments to ensure compliance with studio policies.
• Coordinate with the legal team on photoshoot supplier contract reviews as needed.
• Manage the photoshoot supplier contract approval process, ensuring timely completion and adherence to internal procedures.

Job Requirements

• Strong written communication skills in both Chinese and English.
• 1–3 years of experience in finance or administrative roles (experience in production admin is a plus).
• Fast learner with strong analytical thinking and problem‑solving skills.
• Highly organised, with excellent time and task management abilities.
• Exceptional attention to detail and accuracy, critical for both financial and document‑related work.
• Advanced Microsoft Excel skills, including formulas, sorting, pivot tables, data checks, and reconciliations.
• Ability to understand and improve internal systems and workflows.

SHEIN DISTRIBUTION UK LIMITED is an equal opportunity employer committed to a diverse workplace environment.