Fashion Admin/Operations Manager at Total Data Limited

We are hiring a Fashion Admin/Operations Manager for a luxury design studio specializing in bespoke bridal wear, special occasion garments, ready-to-wear collections, and accessories tailored for every woman.

The ideal candidate will play a vital role in ensuring seamless coordination across departments, driving operational efficiency, and contributing to the growth of the business. We seek a highly organized and proactive professional dedicated to delivering exceptional quality and service.

Responsibilities

Administrative Management:

• Oversee email correspondence, respond to client inquiries, and manage appointments, including fittings, consultations, and personal meetings.
• Coordinate meetings, fittings, and photoshoots with clients and collaborators.
• Maintain detailed records of client communications, orders, and project timelines.
• Track inventory, manage supply orders, and coordinate vendor deliveries.
• Ensure compliance with documentation, contracts, and regulatory requirements.
• Supervise customer service responses, address client inquiries, and escalate issues when necessary.
• Organize travel arrangements for events or fashion shows, including flights, accommodation, and transportation.
• Maintain organized filing systems for business documentation, including contracts, client information, sketches, and design files.
• Prepare reports, meeting notes, and materials for client meetings.
• Provide timely reminders for key meetings, deadlines, and travel schedules.
• Build strong relationships with repeat clients to encourage brand loyalty.
• Uphold professionalism and confidentiality in all client interactions.

Project Coordination:

• Monitor client orders, production schedules, and timelines to ensure timely delivery.
• Facilitate communication between design, production, and logistics teams to streamline operations.

Financial Administration:

• Manage invoicing, payment tracking, and expense oversight for client orders and studio operations.
• Maintain accurate transaction records and assist with budget management.

Event and Photoshoot Coordination:

• Assist in planning and executing fashion events, runway shows, and photoshoots.
• Handle logistics, including venue bookings, model scheduling, and travel arrangements.

Operations Management:

• Oversee production schedules to ensure timely completion of orders.
• Supervise team workflows, ensuring alignment with deadlines and quality standards.
• Act as a liaison between design, production, and logistics teams to improve process efficiency.
• Recommend and implement operational improvements to enhance efficiency and cost-effectiveness.
• Manage inventory control, including stock-taking, restocking, and material management.

Team Leadership:

• Organize team meetings and track follow-up actions.
• Foster a collaborative and supportive team environment.

Requirements

• Bachelor’s degree in business administration or a related field.
• 1–2 years of experience in an administrative role, preferably within the fashion industry.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite, Google Workspace, and other relevant tools.
• Knowledge of fashion production processes and timelines.
• Ability to multitask and excel in a fast-paced environment.
• High level of discretion and confidentiality in handling sensitive information.
• Strong problem-solving skills and attention to detail.
• A passion for fashion and familiarity with current trends in bridal and womenswear is an advantage.