Retail Operations Systems Administrator

Retail Operations Systems Adminstrator

Contract: Permanent

Location: Flexible hybrid working style with three days in the London office

The role

The Retail Systems Associate plays a key role in supporting the Retail Operations department by ensuring Pandora stores are fully set up and operational across multiple digital platforms. This role is integral to managing network changes — including store openings, closures, and refurbishments — and ensuring seamless access to systems that enable daily retail operations. ou will be the go-to contact for platform access and configuration, working closely with internal teams and external vendors to maintain accuracy, efficiency, and operational readiness across the retail network.

About Pandora

Pandora is the world's largest jewellery brand, specialising in the design, crafting and marketing of accessible luxury jewellery made from high-quality materials. Each piece is created to inspire self-expression, allowing people to share their stories and passions through meaningful jewellery. Pandora jewellery is sold in more than 100 countries through 6,800 points of sale, including more than 2,700 concept stores. 

Headquartered in Copenhagen, Denmark, Pandora employs 37,000 people worldwide and crafts its jewellery using only recycled silver and gold. Pandora is committed to leadership in sustainability and has set out to halve greenhouse gas emissions across its value chain by 2030. Pandora is listed on the Nasdaq Copenhagen stock exchange and generated revenue of DKK 31.7 billion (EUR 4.2 billion) in 2024. 

Our people

Our global team of over 33,000 passionate individuals helped Pandora achieve record earnings in 2023, driven by a new long-term growth strategy. This rapid progress has fostered an ambitious and empowering culture.

As we grow, we continue to invest in our talent. We're seeking people who share our values and can help us realise our ambitions.

What to expect from the role

Platform Setup & Management

• Configure and maintain store access to core retail platforms, including gift card systems, stationery ordering portals, email distribution groups, and other operational tools.
• Support network changes by updating system configurations for store openings, closures, and refurbishments.
• Maintain accurate store information across all platforms, ensuring smooth day-to-day functionality.

Operational Systems Support

• Develop a strong understanding of Pandora’s footfall data portal, workforce management systems, and other retail analytics tools to provide guidance and support to the Retail Operations team.
• Act as the first point of contact for platform queries, troubleshooting issues, and liaising with vendors or IT support as needed.
• Provide training or knowledge-sharing sessions to ensure retail and head office teams can effectively use all relevant systems.

Network Change Coordination

• Work closely with Retail Operations, IT, and external suppliers to ensure all platforms are updated and operational ahead of key project deadlines.
• Maintain accurate project tracking for store transitions, ensuring all dependencies are completed on time.

Data Accuracy & Reporting

• Monitor and verify the accuracy of data within retail platforms to support reporting and business insights.
• Collaborate with stakeholders to identify system improvements and process efficiencies.

Operational Support & Communication

• Manage the Retail Operations inbox, prioritising and responding to store queries in a timely and professional manner.
• Act as the first point of contact for platform and operational system queries from stores and head office teams.
• Provide clear guidance, troubleshooting, and support for day-to-day system issues

Compliance and Security

• Ensure all systems comply with internal policies, regulatory standards, and security protocols.
• Conduct regular system audits to maintain integrity and data security

Travel:

• Occasionally visit retail stores to provide on-site support and conduct evaluations.
• Attend industry conferences and training sessions to stay updated on best practices.

KPIs

• Operational Efficiency: Reduction in operational issues reported by store staff.
• Sales Performance Support: Impact of operational support on overall sales growth and performance.
• Crisis Response Time: Speed and effectiveness in addressing emergencies and disruptions.

The successful candidate

• Experience working with multiple digital platforms, ideally in a retail operations environment.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Good understanding of footfall analytics tools, workforce management systems, POS platforms, and related retail technology.
• Excellent communication skills with the ability to explain technical processes in a clear, simple way.
• High attention to detail and a proactive, solutions-focused mindset.

• Intermediate to advanced Microsoft Office skills, particularly Excel, Outlook, and PowerPoint
• Strong communication skills (written, verbal and interpersonal) 
• Inquisitive and able to quickly grasp and understand the needs of stakeholders in relation to projects 
• Strong analytical skills with the ability to extract and summarise complex processes well and sees the component parts, parallels, contrasts, and the root causes 
• High level organisation & planning skills 
• Is resourceful and finds solutions: Uses initiative to look for ways to improve ways of working  
• Self-motivated and driven by results 
• Ability to work at pace on multiple tasks with a flexible and adaptable approach 
• Able to prioritise work and suitably manage workload  
• Positive can do attitude and always a team player 

Technical/Specific experience

• Intermediate to advanced skills in Microsoft 365 - Excel, PowerPoint, Word, Power BI etc
• Experience with POS systems and retail technology solutions.
• Familiarity with inventory management, supply chain logistics
• Knowledge of compliance and regulatory software for retail operations

Craft Your Future with Pandora: A Career Built Around You

At Pandora, your career is a journey of growth, development, and limitless potential. We believe in empowering you to shape your own path and craft your own incredible.

What We Offer

Our focus is on offering you a career that’s as unique as you are. We provide the tools, opportunities, and support you need to thrive:

• Career Development & Growth: Be at the forefront of an inspiring journey with tailored development plans, mentorship, and regular reviews to ensure you’re on track to achieving your goals.
• Competitive Salary & Regular Reviews: We make sure your efforts are rewarded fairly, with regular opportunities to review your progress and success.
• Generous Bonus Scheme: Your hard work doesn’t go unnoticed, with opportunities to earn performance-related bonuses.
• Hybrid Working Flexibility: Strike the perfect balance between collaboration and focus, with three office days and two work-from-home days between Monday and Thursday.
• Early Finish Fridays: Start your weekends early by finishing work at 3 PM every Friday.
• Private Healthcare: Your wellbeing is our priority, with access to private healthcare that keeps you covered.
• Employee Discounts & Perks: Enjoy 55% off Pandora products and exclusive access to discounted brands, cinema tickets, gym memberships, holidays, and more.
• Annual Leave & Flexibility: 25 days annual leave plus bank holidays, with the option to buy or sell leave, and your birthday off to celebrate YOU!
• Wellness Hub & Support: Access to wellness resources and a dedicated Employee Assistance Programme offering free, confidential support 24/7.
• Recognition & Celebrations: Your achievements are our success. With a recognition programme and regular celebrations, we ensure every success is shared and appreciated.

At Pandora, we believe in creating not just a job, but a journey of fulfillment, growth, and success. If you’re ready to take the next step in crafting your incredible career, join us and let’s build something extraordinary together.

Your future is waiting – craft the incredible with Pandora!

Please understand that due to the large number of applications, we regret that only online applications can be considered. Please click apply to submit your application.

Pandora’s recruitment procedures are designed to be transparent and clear for all candidates. This helps us ensure that applicants are provided with a fair and equal opportunity to demonstrate their competencies and skills by removing blocking factors, possible biases, and risks of discrimination. We encourage everyone applying to our vacancies to refrain from adding identity-related elements such as a photo, marital status and age.

*If you require reasonable adjustments in place during your interview(s), please make us aware as soon as possible*