Retail Hub Assistant (M/F)

In a context of strong growth and international expansion, Polène is currently recruiting a Retail Hub Assistant to support the Retail teams on a daily basis in the administrative, financial, and logistical management of their activities.

At the heart of the Retail organization, you will work with the Region Operations, Global Retail Operations, Retail Excellence, and Retail Direction teams, within an international scope. You will notably contribute to the proper management of expenses, suppliers, and travel, while ensuring reliable administrative support to the various teams.

You will thrive in this role if you wish to:

Support teams in supplier and expense management

• Receive and centralize supplier invoices submitted by the Retail teams in France and internationally.

• Create supplier files and purchase orders in SAP.

• Ensure the follow-up of purchase order validation processes with various internal stakeholders.

• Coordinate exchanges with suppliers and the Accounting team to ensure the correct processing and payment of invoices.

• Use Spendesk to track expenses within the relevant scopes.

• Organize and archive invoices by supplier.

• Monitor committed expenses and their evolution relative to allocated budgets.

Coordinate Retail team travel

• Organize professional travel for the Retail teams and the Retail Direction.

• Book train and plane tickets as well as accommodation in compliance with the Maison's Travel & Business Trip policy.

• Ensure the follow-up of travel expenses by cost center and contribute to respecting the associated budgets.

Contribute to the hub's budget monitoring

• Monitor Travel & Business Trip expenses relative to defined budgets.

• Coordinate with the Retail Training & Excellence Leads of the different regions to monitor training expenses.

• Consolidate various budget monitoring files to provide a global vision of Retail expenses.

Provide administrative and logistical support to teams

• Support Paris-based teams with certain administrative procedures, notably visa authorizations or prefecture appointments.

• Ensure the supply of office supplies to the teams.

• Monitor the stock of products, tools, and equipment necessary for the Retail teams based at headquarters.

• Be a reliable point of contact for the various stakeholders of the hub and contribute to the fluidity of its daily organization.

You will excel in this role if:

• You have a degree from a Bac +2 to Bac +5 program in executive assistance, management, administration, finance, or an equivalent field.

• You have a successful first experience in an assistant, administrative coordination, office management, or operations support function.

• You are particularly comfortable with administrative monitoring, invoice management, and coordinating multiple stakeholders.

• You master Excel and are comfortable with digital tools; knowledge of SAP and Spendesk is a real asset.

• You are comfortable in an international environment and have a good level of professional English.

• You combine rigor, organizational skills, and attention to detail.

• You know how to manage several topics simultaneously, anticipate deadlines, and prioritize methodically.

• You demonstrate reliability, reactivity, and discretion, especially in handling confidential information.

• You have excellent interpersonal skills and enjoy working with various stakeholders, both internally and with external partners.

• You like facilitating the daily life of a team and finding concrete solutions to operational issues.

• You want to evolve in a dynamic, international, and fast-growing environment.

The Recruitment Process

1. Meeting with Talent Acquisition: discover the Maison, our values, and share your background and motivations.

1. Interview with your future manager: concretely explore the position, its organization, and the challenges of the Retail hub.

1. Case study: discuss a concrete case of administrative coordination and priority management to share your working method, your rigor, and your organizational skills.

1. Final interview with a member of the Retail Direction: deepen your understanding of the Retail organization and project yourself into your future collaboration with the teams.

By joining Polène, you will have the opportunity to:

• Project yourself into a Maison with a unique corporate project and a very ambitious development plan across its entire value chain.

• Evolve in an environment of constant improvement where innovation and the pursuit of excellence are the keywords.

• Thrive in an environment where people are at the heart of the project and where attention paid to employees constitutes a true lever of differentiation.

Joining Polène also means benefiting from a set of provisions designed for you:

• A 100% in-person employee experience, within our Parisian offices in the heart of the 2nd arrondissement, rue du Louvre.

• 25 days of leave per year + 10.5 days of RTT.

• A ClassPass sports and wellness subscription.

• Privileged access to the Maison's collections with private sales and preferential rates after one year of seniority.

• Access to the People and Baby and Les Petits Chaperons Rouges nursery networks.

• Alan health insurance with a tailor-made contract reserved for the Maison's employees and a 60% employer contribution.

• The possibility to benefit from a sustainable mobility allowance of up to €40 per month or 50% reimbursement of public transport costs.

• Swile meal vouchers with a face value of €10 per day.

What you may not know yet about Polène:

Born in Paris in 2016, shaped in Ubrique, open to the whole world, Polène is much more than a leather goods Maison: it is a culture, a way of being and creating. Each of our creations translates this encounter between technical rigor and the poetry of forms.

Today, Polène brings together 1,500 employees, including 900 exceptional artisans based in Ubrique, Spain, and expresses itself on 3 continents with a goal of 7 annual openings.

Polène promotes an inclusive, ethical, and equitable culture in all its recruitments. We welcome you as you are, with your talents, your energy, and your desire to contribute.