Key Job Description:
e-Commerce Coordinator / Administrator (10 month contract)
Job Summary:
We are seeking an e-Commerce Coordinator/Administrator to join our Support Office in Portlaoise for a temporary fixed term contract of 10 months.
About the Company:
Established 160 years ago, Shaws has become a trusted, much loved brand and one of Ireland's leading department store retailers. An Irish family-owned business to this day, we enjoy a rich heritage that is steeped in tradition. Our goal is to provide quality products, unmatched service and expert knowledge for all our customers nationwide.
Role Objective:
The key objective of the Production Coordinator/Administrator role is to efficiently manage the end-to-end process of getting products online within 48 hours, ensuring accuracy, supporting buyers across seven departments, and driving continuous improvements to enhance workflow and customer experience.
Responsibilities:
* Oversee the entire end-to-end process of getting products online from seven different buying departments, ensuring all products are published and live within 48 hours of entering the business.
* Act as the primary contact for buyers and their administrators, coordinating product uploads and supporting them by addressing queries, troubleshooting issues, and ensuring deadlines are met.
* Coordinate with buyers and administrators to monitor the latest shipments and proactively monitor online templates, ensuring timely updates and efficient workflow.
* Conduct bi-weekly meetings to monitor each department's progress and provide clear, actionable reports to drive continuous improvement.
* Manage the daily product error report and GRNs for unpublished products, while tracking and chasing missing imagery to ensure timely updates.
* Collaborate with the buying team and merchandisers to expedite product availability in stores if imagery is not received within four weeks.
* Collaborate with buyers to monitor inventory levels, sales performance, online stock allocations, and manage aged stock.
* Ensure that products with multiple variants (e.g., sizes, colors) are correctly grouped together and displayed in a seamless and user-friendly manner on the Product Detail Page. All variants should be visible and easily accessible to the customer without navigating away from the product page.
* Provide comprehensive training and ongoing support to new Buying and Production Administrators, ensuring they fully understand product hierarchies, the buying cycle, and online production workflows for each supplier.
* Use advanced Excel skills to efficiently organise, analyse, and manage product data while continuously monitoring and enhancing online templates for each department.
* Ensure correct categorisation and hierarchy of products for smooth navigation and customer experience online, collaborating closely with the online merchandiser to optimise product placement and visibility on the website.
* Manage and update the online production folder each season, ensuring product data is properly saved and clearly organised.
* Collaborate with the Production Administrator to support fashion photoshoots by recording each garment's style number during the shoot and ensuring timely renaming of photos within 2 days of receipt from the photographer.
* Upload product information (online titles, descriptions, attributes, images and more) onto the website using the company's content management system.
* Ensure the accuracy of product data before uploading by conducting thorough QA/QC of all online templates and collaborating with the buying team to address inconsistencies or data gaps.
* Manage the production process and mentor the Production Assistant to ensure seamless coordination and task completion.
* Identify inefficiencies in the workflows and recommend improvements to streamline the processes.
* Work with buying teams to ensure ongoing improvements and alignment with organisational goals.
* Any other responsibilities that arise within the Omnichannel function.
Requirements:
* A minimum of 2 years of experience in data management, retail, buying, or product coordination roles.
* A third-level qualification in eCommerce, Business Management, or a related field is highly desirable.
* Advanced Excel Skills: Expertise in pivot tables, VLOOKUP, formulas, and data analysis to manage and organise large datasets effectively.
* Retail Knowledge: A solid understanding of the retail buying cycle and product hierarchy structures to ensure efficient product management and optimal online presentation.
* Organisational Skills: Exceptional attention to detail, with the ability to manage multiple tasks simultaneously while maintaining accuracy and efficiency.
* Deadline Management: Proven ability to work under pressure and meet tight deadlines in a fast-paced environment.
* Communication & Interpersonal Skills: Strong ability to engage with multiple stakeholders across various departments, providing clear communication and support.
* Problem-Solving: A proactive mindset with a solutions-oriented approach to identifying and addressing challenges.
* Preferred:
* Experience in a retail buying environment or product lifecycle management.
* Familiarity with e-commerce platforms and product upload systems.
Attributes:
* Self-motivated, with a focus on achieving results and improving operational workflows.
* A collaborative team player who can also lead, delegate, and mentor colleagues to drive successful outcomes.
* Adaptable to changing priorities and able to thrive in a dynamic, high-pressure environment.
* Opportunity to avail of hybrid working after the successful completion of the probationary period.
* Generous staff discount on all own by products in store.
* Access to the company Employee Assistance Programme.
* Collaborate with a great team in our new & fresh offices.