Headquarters Operations and Hospitality Manager
Location: Mount St, Mayfair
Contract: Full-time, permanent40 hours/ week with flexibility to work weekends or evenings for events
Refined. Elevated. Bespoke. Safiyaa stands as a preeminent luxury womenswear brand, connecting a traceable line between art and fashion, where sustainability meets luxury, and craftsmanship meets individuality.
Founded in 2011 by Daniela Karnuts, Safiyaa’s design ethos is built on the distinctive accentuation of the female form, incorporating organic elements of the natural world to create a unique visual language. Safiyaa’s made-to-order approach is a testament to our philosophy that each individual’s identity surpasses the conventional boundaries of traditional design. At Safiyaa, we believe that modern luxury is not only about material and craftsmanship; but about defining a bespoke language of identity and self expression, honoring the autonomy of choice.
Safiyaa Ltd is seeking a meticulous and highly organized HQ Operations and Hospitality Manager to oversee the day-to-day operations and presentation of our headquarters. This role focuses on maintaining the impeccable standards expected of a luxury fashion brand, with responsibilities ranging from inventory management to guest reception and event coordination. The ideal candidate will be adept at ensuring seamless operations, managing repairs and maintenance, coordinating logistics for inbound and outbound transport, and delivering exceptional hospitality experiences.
Responsibilities:
1. Inventory Management and Restocking
* Oversee the accurate tracking of all inventory, including fashion collections, supplies, and operational equipment, coordinating stock takes with the Stock Controller.
* Manage restocking of supplies and ensure timely procurement of necessary items to maintain smooth operations.
* Create and maintain detailed inventory reports, identifying shortages and coordinating replenishment as needed.
* Implement efficient inventory control systems to streamline processes and ensure accuracy.
2. Receiving, Dispatching, and Transport Management
* Manage the receipt, inspection, and handling of incoming deliveries, ensuring all goods meet Safiyaa’s quality standards.
* Oversee the dispatching process for outbound shipments, ensuring accuracy, timeliness, and proper packaging.
* Coordinate logistics and transport for inbound and outbound goods, liaising with courier services and freight partners.
* Maintain accurate records of all shipments and deliveries, tracking movement and inventory changes.
3. Premises Upkeep, Repairs, and Maintenance
* Ensure the headquarters is kept in immaculate condition at all times, reflecting Safiyaa’s luxury brand ethos.
* Conduct regular inspections of the premises and coordinate repairs, maintenance, and restocking of supplies. Communicate building maintenance repairs needed to the property manager and oversee their completion.
* Manage relationships with contractors, maintenance staff, and service providers to ensure timely resolutions of any issues.
* Oversee the care and upkeep of furnishings, fixtures, art installations, and valuable assets.
4. Guest Reception and Hosting
* Receive and welcome guests with the highest level of professionalism and discretion, ensuring a seamless and luxurious experience.
* Maintain an organized and inviting reception area that reflects Safiyaa’s sophistication and attention to detail.
* Serve refreshments and manage guest needs during visits and events, adhering to proper etiquette and service protocols.
5. Event Planning and Coordination
* Plan, coordinate, and manage the smooth running of events held at the headquarters in partnership with the events project teams, including fittings, collection launches, and private gatherings.
* Manage event stakeholders, such as caterers, suppliers, and staff, ensuring flawless execution within budgetary guidelines.
* Ensure all events reflect Safiyaa’s standards of elegance and exclusivity, from décor to guest experience.
6. Calendar and Scheduling Management
* Maintain and manage the headquarters' calendar, coordinating appointments, events, maintenance schedules, and deliveries.
* Ensure all activities and tasks are scheduled efficiently to avoid conflicts and ensure smooth day-to-day operations.
* Communicate schedules clearly to relevant staff members and stakeholders.
7. Data Entry and Reporting
* Perform accurate data entry for inventory records, maintenance logs, and event schedules.
* Maintain organized digital and physical records of inventory, shipments, repairs, and budgets.
* Generate regular reports on inventory status, maintenance tasks, and operational efficiency for leadership review.
8. Etiquette and Visual Protocol Enforcement
* Enforce and uphold etiquette protocols for all staff, ensuring adherence to serving and hosting guidelines.
* Ensure the visual presentation of the headquarters, including cleanliness, décor, and organization, aligns with Safiyaa’s luxury brand standards.
* Train staff on proper etiquette, hospitality standards, and operational procedures.
Requirements:
* Proven experience in a House Manager, Operations Manager, or similar role within a luxury environment (fashion, hospitality, or high-end corporate settings).
* Strong understanding of inventory management, logistics, and operational procedures.
* Exceptional organizational and multitasking skills, with meticulous attention to detail.
* Experience in calendar management, scheduling, and event coordination.
* Proficiency in data entry, reporting, and basic financial tracking.
* Excellent communication and interpersonal skills, with the ability to work discreetly and professionally.
* Ability to manage relationships with service providers, contractors, and stakeholders effectively.
* Flexibility to work evenings or weekends for events when required.
First 90 Days Expectations:
1. Operational Familiarization: Develop a deep understanding of Safiyaa’s headquarters operations, including inventory systems, transport logistics, and maintenance protocols.
2. Inventory Systems: Implement or refine inventory tracking and reporting processes to improve efficiency and accuracy.
3. Calendar Coordination: Establish a comprehensive calendar management system for appointments, events, deliveries, and maintenance tasks.
4. Event Execution: Successfully plan and host at least one event, ensuring adherence to brand standards and budget guidelines.
5. Efficiency Optimization: Develop streamlined processes for receiving and dispatching goods, maintenance scheduling, and data entry.
KPIs for Success:
* Accurate and efficient inventory management with timely restocking and minimal discrepancies.
* Smooth logistics and transport coordination for inbound and outbound goods.
* Immaculate upkeep and maintenance of the headquarters with timely repairs and maintenance.
* Flawless execution of events within budget and according to brand standards.
* Positive feedback from guests, staff, and stakeholders regarding service, hospitality, and operational efficiency.
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