Visual Merchandising Administrative Coordinator

Job DetailsJob Location: Corporate - Aurora, NY 13026Position Type: Full TimeSalary Range: $65,000.00 - $65,000.00 SalaryCompany Overview: MacKenzie-Childs is a leading home furnishings retail company known for its unique design, high-quality products and exceptional customer service. We specialize in offering a wide range of kitchen, entertaining, décor and furniture items that cater to various styles and preferences, ensuring our customers find exactly what they need to make their homes joyful and stylish.   Position Summary: 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. Essential Job Duties and Responsibilities: (Additional duties may be assigned) Operational & Administrative Support 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. Cross-Functional Collaboration 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.. Communication 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. Supervisory Responsibilities: NoneQualifications  Education and Experience: 1–3 years of relevant experience in project management, or a similar administrative support role.  Experience in Visual Merchandising, retail design or design-related environment is strongly preferred. Special Requirements: No travel requirements Knowledge, Skills, and Abilities: 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 Equipment Used: Computer, telephone, printer, photocopier, and scanner. Computer Software: NetSuite or other ERP; Microsoft Office 365: Outlook, Word, and Excel. Adobe Acrobat, Figma  Project Management System: Monday.com       Physical and Mental Requirements: Ability to perform work on a computer for extended periods, including frequent use of a keyboard, mouse, and video conferencing platforms. Ability to communicate effectively through written, verbal, and virtual communication methods. Ability to organize, prioritize, and manage multiple projects, tasks, and deadlines simultaneously. Ability to maintain attention to detail and accuracy while handling confidential or sensitive information. Ability to analyze information, solve problems, and exercise sound judgment independently. Ability to adapt to changing priorities and work effectively in a fast-paced, remote environment. Ability to remain seated or stand in a stationary position for prolonged periods, with the ability to move about as needed during the workday. Ability to lift or move up to 10 pounds occasionally (e.g., office supplies or equipment), if applicable. Environmental Conditions: Work is performed primarily in a remote home office or other approved remote workspace. Requires a reliable high-speed internet connection and a workspace that supports productivity, confidentiality, and virtual collaboration.  Frequent use of computers, monitors, telephones, and other standard office equipment. Regular participation in virtual meetings using video conferencing technology. Minimal exposure to environmental hazards; typical home or office environment. May require occasional flexibility in work hours to accommodate meetings across time zones, if applicable.   Salary Range: $65,000 Salary   Benefits: Competitive salary commensurate with experience Comprehensive benefits package including medical, dental, and vision coverage 401K Retirement Savings + Company Match Paid Vacation, PTO and Holidays Company sponsored life insurance and LTD Health Savings Account + Company Match Generous Employee Discount Verizon Discount Referral Bonus Program Opportunities for professional development and career advancement     MacKenzie-Childs is committed to creating a diverse and inclusive environment. We are proud to be an equal opportunity employer and welcome applications from all qualified candidates.