“Whoever you are, whatever the purpose of your visit, I will cherish our time together. I will dare to discover who you are and encourage you to be true to yourself. You will trust me as your personal advisor. We will build a genuine relationship over time. Every time you come to Louis Vuitton, you will leave feeling enriched!”
Overall mission
As the combined Facilities and Safety Operations Intern, you will play a pivotal role in closely collaborating
with our retail teams throughout UK, Ireland and South Africa, alongside Head Office teams and Vendors.
You will assist in the administrative and technical operations of both categories function by responding to support requests, assisting with training, coordinating workforce management, liaising with vendors and updating documentation as required. Additionally, you will support with creating and maintaining site risk assessments, on site coordination of events and incident response.
Job responsibilities
Coordination
- Act as first point of contact for coordination between Stores, Security providers and Contractors for different needs across our stores and Head Office
- Book security schedules in advance of pre-planned maintenance, VM changes etc.
- Follow through on Pre Planned Maintenance Projects
- Meticulously review invoices/expenditure
- Support the F&M & Security Managers in obtaining & reviewing quotes for remedial works
- Demonstrate a proactive approach, liaising with Store Management to prevent and rectify issues impacting trade
- Regularly conduct site visits & FM walk throughs with Operations Managers/Store Managers/Security teams.
- Support with conducting & reviewing KPI audits with service providers
- Assist with procurement and contract management
- Managing store EAS tagging requests and placing orders as needed
- Assist in responding to incidents as required, escalating as appropriate
Finance/Budget Support
- Frequent creation of purchases orders for the UK, Ireland & South Africa region
- Ensure timely completion of good receipts.
- Liaise with Service Providers and Finance for monthly invoicing and workflow queries.
- Managing the departments cost plans and purchase order tracking, uupdating accordingly in line with Paris reporting procedures
- Prepare a monthly budget report
- Support the Managers with financial forecasting, attending and contributing to monthly finance meetings
General Administration
- Supporting with registering all maintenance visits “required actions” on store trackers
- Ensuring all necessary documentation is maintained for compliance
- Maintain power automate folders and forms for both departments.
- Supporting with a yearly audit of consumption per store and HO
- Supporting with monthly, quarterly and annual reporting, ensuring full compliance
- Supporting with risk assessment updating/creation
- Supporting with Health & Safety trainings and roll out of policies
Profile
Experience & skills required
- Previous administration experience
- Excellent communication skills both written & verbal
- Strong Excel skills, Microsoft Power Automate skills, SAP a plus
- Flexibility – there may be instances when you will need to manage multiple tasks simultaneously
- Ability to prioritise a varying workload and to work off own initiative
- Strong organisational skills and ability to deliver to tight deadlines
- A team player who enjoys working in a vibrant and multicultural environment
- Solid interpersonal skills with the ability to establish professional working relationships with both internal & external contacts.
