Summary
The VIC Administrative Specialist supports the Very Important Customer program across the East Coast, managing VIC special orders and travel coordination. This role ensures accurate order tracking, deposit and delivery compliance, travel bookings, and concierge level client experiences through meticulous operational processes.
Responsibilities
- Liaise with brand account executives to translate runway and showroom selections into precise VIC client orders.
- Maintain and update the VIC order tracker capturing deposits, delivery windows, volume, and store allocation.
- Track order milestones from intake to delivery and reconcile updates with CSO Merch Ops and brand partners.
- Coordinate deposit transactions and final sale ringing to ensure commission eligibility and financial compliance.
- Monitor shipments and surface delays or exceptions to stakeholders promptly.
- Track and categorize cancellations, document root causes, and coordinate reallocation plans with stores and brands.
- Maintain audit ready documentation connecting CSO tool entries to tracker records and communications.
- Manage travel bookings for VIC clients and stylists including flights hotels and car service, and reconcile travel budgets and expenses.
Requirements
- Strong organizational and time management skills with ability to prioritize competing tasks.
- High attention to detail and accuracy in tracking orders and expenses.
- Proficiency in Microsoft Office Suite; experience with travel booking platforms preferred.
- Excellent communication skills and ability to collaborate across teams and external partners.
- Previous experience in administrative support luxury retail or client services is a plus.
- Operational rigor with meticulous documentation and timely updates.
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