Operations & Office Coordinator

ROLE SUMMARY:

The Operations Coordinator plays a central role in supporting the smooth, efficient, and consistent execution of Ladurée’s regional operations. Working closely with the Regional Operations Director, Operations Manager, and cross- functionally with the Regional Savory Head Chef, Regional Head Pastry Chef, Regional Quality Assurance Manager, Regional Marketing Manager, and Regional Training Manager, this role ensures effective coordination, communication, and follow-up across multiple business functions.

The Operations Coordinator serves as the administrative and operational backbone of the regional leadership team, supporting key projects, ensuring adherence to company standards, and facilitating the flow of information between stores, departments, and management.

Assist the FS CEO in any administrative request.

SCOPE:

• Operational Support - Provides comprehensive administrative and logistical support to regional operations leadership, ensuringsmooth communication, efficient processes, and effectiveexecution of daily operational activities.
• Culinary Coordination (Savory& Pastry Departments) - Facilitates coordination between savory and pastry teams to ensure consistent recipe management, menu updates, product launches, and adherence to Ladurée’s culinary standards across all locations.
• Quality Assurance Support - Assists the Quality Assurance Manager in maintaining food safety, hygiene, and compliance standards through documentation, reporting, and follow-up on audit actions across all outlets
• Marketing Coordination - Supports the Regional MarketingManager in executing campaigns, product launches,and in-store activations while ensuring brand consistency and effective communication across all locations.
• Training & Development Support - Collaborates with the RegionalTraining Manager to coordinate trainingprograms, track completion, and ensure consistent development and compliance across all teams.
• Communication & Coordination - Serves as the centralpoint of contactbetween regional teamsand stores, ensuring clear communication, timely information flow, and effective coordination of projects and initiatives.
• Administrative & ProjectCoordination - Oversees and streamlines administrative tasks and cross-departmental projects to ensure efficient execution, proper documentation, and timely completion of all regional initiatives.

SPECIFIC DUTIES& RESPONSIBILITIES:
Operations Support

• Provide daily administrative and logistical support to the Regional Management team ( Operations, Culinary, Training, QA ), including scheduling meetings, preparing / consolidating reports, maintaining follow up trackers | audit / complaints action plans | Opening Critical paths.
• Coordinate general communication and information flow from stores | territory management to Regional office DIP and support departments.
• Coordinate the staff onboarding between HR / OPS / Training.
• Assist with the tracking / consolidation of business reviews, operational audits, performance presentations, Brand Operational audits, action plans.
• Maintain and update regional dashboards, store contact lists, SOP archives, and operational calendars.
• Consolidate and Circulate KPIs reports ( health cards / complaints / google review ) to management.
• Maintain information cards for every locations.
• Ensure the projects completion cards are signed by all functions.
• Maintain an organized electronic filing system ensuring all operational documents are accessible and up to date.
• Track deadlines for ongoing initiatives and proactively remind teams of deliverables and time lines.
• Ensure you track compliance of regional governmental licenses in each territory.
• Creation of the export product labels for DIP.
• Consolidation of internal presentations / information for leadership meetings, performance reviews, and audits.
• Consolidate the ISO 22000 documentation from the different sections to ensure compliance records at audit time.

Marketing & Brand Coordination

• Support the Regional MarketingManager with the stores / market coordination of campaign rollouts,seasonal product launches, and in-store activations.

Training & Talent Development Support

• Coordinate regional training calendars, schedules and invitations.
• Arrange training rooms, equipment, materials, travel and accommodation. (if required)
• Maintain accurate employee and training records for every country on TalentLMS.
• Enroll employees in TalentLMS and manage user accounts, learning assignments, and completion records. (if I'm unavailable due to training or travelling)
• Follow up with Country Managers and Store Managers on overdue training updating training trackers, store files and compliance records.
• Assist the Regional Training Manager in preparing weekly and monthly training completion reports.
• Collect attendance sheets, assessments, feedback forms and signed acknowledgements to maintain the Training hours per employee KPI
• Maintain version control so stores only use the latest approved documents.
• Track 30-, 60- and 90-day onboarding progress.
• Consolidate Mystery Shopper, audit and performance information for training analysis.
• Organise feedback surveys and consolidate participant feedback.

HR Support

• Administer medical insurance and life insurance for UAE Team. Handle regional business travel arrangements along with employee annual leave tickets for UAE team.
• Office Administration-oversee day-to-day office operations by Manager office supplies, and overwhelming cleaning and security staff attendance and task assurance.
• Lead the get togethers, quarterly town halls and occasion celebrations in the office.
• Lead the monthly company newsletter with coordination of all functions.

SKILLS & COMPETENCIES:

Operational Knowledge: Strong understanding of food & beverageoperations, preferably in a premiumor luxury environment.

Communication: Excellent written and verbal communication skills in English (French or Arabic a plus).

Organization: Exceptional multitasking, prioritization, and time-management skills.

Technical Skills: Advanced proficiency in MicrosoftOffice Suite (Excel,PowerPoint, Word), and knowledge of learning management or POS systems and AI.

Attention to Detail: High accuracy and thoroughness in documentation and reporting.

Interpersonal Skills: Professional, collaborative, and capable of building strong cross-functional relationships.

Discretion: Handles sensitive information with professionalism and confidentiality.

Adaptability: Thrives in a dynamic, fast-paced environment and adjusts quickly to changing priorities.

QUALIFICATIONS & EXPERIANCE:

Bachelor’s degreein Business Administration, Hospitality Management, or related field.

Minimum3–5 years of experience in an operations, administrative, or coordination role within the

F&B or hospitality industry (luxury brand experience preferred).

Proven ability to managemultiple stakeholders and projects simultaneously.

Exposure to cross-functional collaboration between culinary, marketing, and operations teams