Marketing and VM Operations Partner

Role Overview

• LUXASIA is the leading and largest beauty omnichannel brand-builder of Asia Pacific.
• Supports brand growth by ensuring smooth execution of digital marketing activities, visual merchandising requirements, and retail operations processes.
• Work closely with Marketing, PR, VM, and Retail teams, as well as external suppliers.
• Implement campaigns, manage permits and payables, coordinate events, and maintain VM assets and documentation.
• Uphold brand standards, enable timely project execution, and strengthen overall retail and brand visibility.

Requirements

• The Marketing and Visual Merchandising (VM) Operations Partner supports brand growth by ensuring smooth execution of digital marketing activities, visual merchandising requirements, and retail operations processes.
• The role works closely with Marketing, PR, VM, and Retail teams, as well as external suppliers, to implement campaigns, manage permits and payables, coordinate events, and maintain VM assets and documentation.
• This position is essential in upholding brand standards, enabling timely project execution, and strengthening overall retail and brand visibility.
• Develop and maintain monthly social media content calendars aligned with brand guidelines and campaign priorities.
• Monitor and coordinate EDM (Email Direct Marketing) requests to ensure timely deployment.
• Create and edit basic marketing assets using Canva, CapCut, or Photoshop for social media and e-commerce platforms.
• Assist in preparing and submitting required visuals to partner stores.
• Ensure retail counters and animation set-ups comply with brand VM standards.
• Monitor payments and coordinate with PR agencies and KOL partners.
• Process liquidation and reimbursement requirements for PR and events-related payables.
• Support PR events, including setup assistance and PR seeding activities.
• Assist in permit processing by liaising with mall partners for submissions, requirements, and follow-ups.
• Organize and maintain both digital and physical files, including PR products.
• Prepare Minutes of Meeting (MOM) during team discussions and sessions.
• Process all VM-related permits for ingress, egress, installation, and dismantling activities.
• Coordinate with suppliers to secure manpower lists, equipment lists, required IDs/NBIs, specific mall requirements (e.g., ACEA, BGC Road Permits, CARI), and truck details.
• Prepare and submit all required forms and documents to Key Accounts and Retail Operations teams within deadlines.
• Track permit status, expiration, and compliance with mall and brand requirements.
• Maintain an updated permit tracker and alert the VM team on missing documents or deadlines; file all approved permits for audit purposes.
• Coordinate with suppliers to secure all Cost Estimates (CEs) and work with Marketing Assistants on PO creation.
• Maintain a tracker of processed and pending payables, ensuring accuracy of project costs.
• Follow up with Accounting and Procurement regarding invoice submissions, PO alignment, and payment timelines.
• Ensure timely release of payments to avoid project delays.
• Maintain an updated database of VM materials, props, and fixtures stored in the warehouse.
• Track movements, withdrawals, and returns of all VM assets.
• Conduct periodic inventory reconciliation and coordinate documentation related to asset movements and storage.
• Collaborate with Warehouse and Logistics teams for scheduling dispatches and returns.
• Compile and properly file job orders, supplier quotations, and project completion photo reports.
• Assist in planning and scheduling VM installations, activities, and supplier works using the VM calendar.