Visual Merchandising Administrative Coordinator

MACKENZIE-CHILDS LLC•Town of Ledyard, NY

1d•$65,000 - $65,000•Remote

About The Position

At MacKenzie-Childs, we celebrate our fabulous and functional products with creative visual experiences, and we’re looking for a full-time Administrative Coordinator to join our Visual Merchandising team. The Visual Merchandising Administrative Coordinator is a key support role within the Visual Merchandising department, responsible for managing administrative tasks, supporting the VM Team with Operational and Project initiatives to ensure seamless execution of merchandising initiatives. This position will play a crucial role in maintaining efficiency, improving cross-departmental collaboration, and supporting the timely execution of visual merchandising projects across all retail and wholesale locations.

Requirements

1–3 years of relevant experience in project management, or a similar administrative support role.
Proficient personal computer skills, including the ability to send/receive e-mail messages, post information to a database or spreadsheet, and perform word processing, bookkeeping, and data entry.
Ability to clearly, concisely, and professionally communicate verbally and in writing.
Some analytical ability to gather and summarize data, find solutions to various administrative problems, and prioritize work.
Strong organizational skills including the ability to simultaneously manage multiple projects and details.
Must be detail-oriented and well organized.
Self-motivated with excellent written and verbal communication.
Ability to prioritize, solve and close issues.
Formulate action plans quickly and implement solutions effectively through critical decision-making.
Ability to achieve results by expanding job functions.
Ability to meet deadlines.

Nice To Haves

Experience in Visual Merchandising, retail design or design-related environment is strongly preferred.

Responsibilities

Monitor and validate the Visual Merchandising (VM) calendar on a regular basis, communicating schedule changes and timeline adjustments to relevant stakeholders.
Support VM project teams with administrative, documentation, and operational tasks to ensure efficient project execution and workflow management.
Research, coordinate, and source travel arrangements for management approval, including transportation, lodging, for team travel.
Provide Monday.com administrative input support as necessary for department and project support.
Build and maintain Monday.com boards and automations to improve workflow.
Support asset inventory tracking and updating for visual merchandising materials, fixtures, and props.
Assist in processing purchase orders, invoices, and tracking vendor payments.
Collaborate frequently with Cross-functional team members in other MacKenzie-Childs departments (Receiving, Retail Store, Storage, Logistics) to ensure alignment and smooth execution of project executions.
Coordinate vendor onboarding activities, including collection and submission of tax documentation, vendor forms, and required paperwork in partnership with the Finance department.
Coordinate relocation of visual merchandising assets between facilities, including issuing labels and coordinating correspondence with all stakeholders, ensuring they reach the right locations on time.
Partner with the Logistics team to arrange freight shipments and courier services, following VM standards for labeling, tracking, and communication.
Enter and track indirect marketing assets for Creative Marketing development, monitor approvals, and help ensure on-time delivery.
Facilitate clear communication between Visual Merchandising, Store Operations, and external vendors.
Partner with VM Team members to coordinate and schedule meetings, including managing invitations, agendas, and follow-up communications.
Provide administrative support for meetings by preparing materials, distributing meeting notes, reports, presentations, and sharing key updates with leadership and crossfunctional teams.
Follow-up on general correspondence for outstanding requests, approvals, and action items as assigned.