Visual Merchandising Team Assistant

The Bicester; Greater London; On-site; GBP 40,000 - GBP 60,000; Full time

Job summary

A luxury retail group in Greater London is seeking a VM Operations & Administrative Coordinator to manage operational processes and financial coordination within the Visual Merchandising team. The role requires strong organisational skills, proficiency in Excel and PowerPoint, and clear communication with cross-functional teams. It's a chance to contribute significantly behind the scenes while enjoying benefits like annual leave and discounts at various luxury shopping locations. Join us to make a meaningful impact!

Benefits

25 days annual leave

Extra leave on birthday

Employee discounts

Generous employee referral bonus

Private medical and dental cover

Qualifications

• Experience managing administrative and financial processes including POs and invoices.
• Proficient in Excel, PowerPoint, and Oracle.
• Ability to manage multiple tasks and maintain accurate documentation.
• Effective communication with cross-functional teams.
• Detail-oriented and adaptable with quick learning capabilities.
• Helpful background in Visual Merchandising or retail operations.

Responsibilities

• Manage operational processes from creating POs to invoice tracking.
• Coordinate CAPEX/OPEX updates and financial reporting.
• Organize and support seasonal VM projects.
• Craft engaging presentations for brand teams.
• Support KPI reporting for informed decision-making.

Skills

Organisational skills

Detail-oriented

Communication

Proficiency in Excel

Proficiency in PowerPoint

Proficiency in Oracle

Cross-functional collaboration

Proactive adaptation

Data reporting tasks

Tools

Oracle

Excel

PowerPoint

Power BI

SharePoint

Job description

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London, GB

Full Time

Something Extraordinary Every Day™

Step into a pivotal role at the heart of our Visual Merchandising team as a VM Operations & Administrative Coordinator. You’ll keep our department running seamlessly by managing key operational processes, from Oracle accuracy and CAPEX/OPEX tracking to PO handling and financial coordination across local and central teams. You’ll also play an important part in supporting brand‑facing VM initiatives, reporting, and seasonal project administration.

If you’re highly organised, detail‑driven, and ready to make a real impact behind the scenes, this role is for you.

About the role

• Keep our operational world running smoothly, from creating and receipting POs in Oracle to staying on top of invoice flows, financial processes, and budget tracking.
• Feel empowered to own key financial coordination, partnering with both local and central finance teams on CAPEX/OPEX updates, variance reports, supplier onboarding, contracts, and project approvals.
• Become the backbone of our Visual Merchandising rhythm, nurturing MDV calendar organisation, ensuring image executions are beautifully filed, and supporting seasonal VM projects.
• Bring brand moments to life by helping craft engaging presentations and decks for brand teams, leadership updates, and key VM initiatives.
• Shape the story behind our performance, supporting KPI reporting and providing the clarity that helps the brand and VM teams make smart, informed decisions.

Role requirements

• You feel confident managing administrative and financial processes from POs and invoices to CAPEX/OPEX tracking.
• You are proficient working with Excel, PowerPoint and (ideally) Oracle.
• Your organisational skills shine through in how you manage multiple tasks, keep information accurate, and maintain tidy trackers, documents and shared platforms such as SharePoint.
• You communicate clearly and work positively with cross-functional teams, bringing a collaborative and solutions focused approach to every interaction.
• You’re detail-driven, proactive and adaptable, with the ability to learn new systems quickly and support reporting or data tasks (Power BI experience is a bonus).
• Prior experience in Visual Merchandising, retail operations or project coordination is helpful in giving you useful context for seasonal cycles, brand work and presentation support.

The Bicester Collection are the worlds’ leading luxury shopping destinations, and we are committed to creating magical and memorable experiences for our guests. Taking the name of the founding Village, The Bicester Collection distinguishes the 11 Villages in Europe and China as one collection of destinations for our guests, our brand partners, our travel and tourism partners, our corporate and financial media, and our internal teams.

What we do for you

The key to our success is the quality and commitment of our people. In return for your dedication and hard work, you’ll receive a generous salary and along with a competitive benefits package including 25 days annual leave, along with extra leave on your birthday and if you are getting married or moving, you will receive discounts throughout our villages, a very generous employee referral bonus, access to private medical and dental cover, along with many more benefits!

Come and live your story with us

The key to our success is the quality and commitment of our people. We are diverse in background, age, experience and leadership style. We believe that an inclusive workforce makes magic happen. We have huge ambition for what we can achieve together and we want to have fun!