Office Manager & Sample Coordinator (Parental Leave Cover)

ABOUT THE COMPANY

Tiger of Sweden is a Stockholm-based fashion house established in 1903 with a heritage in tailoring. For more than a century Tiger of Sweden has stood for style with purpose, dressing men and women for whom true style is about the confidence to be themselves.

POSITION OVERVIEW:

This position is 25% Office Manager and 75% Sample Coordinator.

The Office Manager creates a welcoming and inspiring work environment at Tiger of Sweden’s headquarters, ensures smooth operations of all office processes and assists the management team with all organizational matters.

The Sample Coordinator is responsible for the management of all samples within the business from the SMS deliveries onwards. They organise and upkeep sample rooms, manage inventory as well as arrange and organise samples for key internal meetings and both internal and external shoots.

They are a team player, organised and understand the business wide product and marketing calendar. The Sample Coordinator collaborates closely with the Product, Marketing and Wholesale Teams to ensure efficient distribution and strategic planning of samples to showrooms and partners globally. They will plan for samples to be available for various needs and in good time flag any challenges so solutions can be found.

SAMPLE COORDINATOR

Priorities:

• Coordinating sample requests for all business needs in particular, Design, Product, Marketing and PR, and Sales departments.
• Ensure inventory is correct, available and where relevant packed to pass over to logistics.
• Work closely with the Head of Product Development to troubleshoot challenges regarding availability, colour and sizing as well as discrepancies from sample to production.
• Timely fulfilment of requests for products.
• Cooperation and communication with internal and external partners.

Sample Management

• Manage the organisation and coordination of salesman samples throughout their lifecycle, from arrival to the end of the season.
• Prepare and organise the collection for key meetings, press days, styling and shootings.
• Share responsibility for coordinating samples in key locations, including HQ and global press days, trade fairs and shows.
• Manage the coordination of samples to hand over to sample sale teams ensuring the right collections are maintained for reference and archiving purposes.
• Maintain a high level of sample organisation, storage and preparation for archiving.

• Ensure incoming samples are labelled clearly and systematically with understandable coding. E.g. gender, season, product group, fabric, colour.
• Manage the archiving of collections at the conclusion of each season.
• Responsible for registering and updating sample information across various systems with 100% accuracy.

Communication and Partnership

• Build effective working relationships to allow smooth running of all tasks related to sample coordination.
• Develop a good understanding the business processes where sample availability and accuracy is pivotal.
• Take proactive steps with appropriate teams for missing samples, system discrepancies, replacement and borrowing of samples. Flag in good time if this is not possible so solutions can be identified without disruption to business deadlines.

OFFICE MANAGER

Priorities:

The Office Manager is responsible for

• Creating a welcoming and inspiring work environment at Tiger of Sweden’s headquarters
• Ensuring smooth operations of all office processes
• Arranging team building activities and assisting the management team

Office maintenance and supplies

• Report malfunctions, coordinate repairs, and oversee cleaning services for the office.
• Act as the contact person for office related suppliers, process invoices, and handle phone calls.
• Monitor and order necessary supplies, receive and store deliveries, and manage office furniture.
• Responsible for alarm and office access system.
• Manage recycling processes, including packaging and paper recycling.

Mail/Letters/Parcels

• Handle incoming and outgoing mail, scan and distribute letters, and manage courier services.

Team building and Management Team support

• Participate in the organization of team building social activities (e.g., Christmas party, summer party, afterworks, breakfasts) as well as major company events (e.g., line release meetings, sample sales).
• Ordering food and beverages for board and management meetings.
• Assisting in any other matters upon request by the Management Team.

KNOWLEDGE AND EXPERIENCE

• High school degree

• Tech-savvy with an ability to search for information independently
• 1 – 3 previous Project Coordinator experience or similar.
• Excellent languages skills, fluently in English required.

PERSONAL SKILLS

• Service minded with high high integrity and professionalism
• Attentive observer
• Excellent organisation and communication skills; able to share information in a clear and concise way.
• Ability to prioritise workload, juggle task and meet deadlines.
• Attention to detail is critical, ensuring complete accuracy in all tasks.
• Knowledge and passion for fashion, 'fashion sensibility' - knowledge of trends, the market, consumer and peer awareness
• Team player with a positive and problem-solving attitude.

The position is based in our Head office in Stockholm and is a temporary position for approximately 1 year. If this sounds like the perfect fit for you? Please don't hesitate to apply by submitting a CV and personal letter in English.

We look forward to receiving your application.

Tiger of Sweden stands against any form of discrimination and strives to be an inclusive brand and workplace. We welcome applications from all individuals, regardless of gender, sexual orientation, religion, ethnicity, race, or disability and recruitment is purely on the based on skills and experience.