The Administrative Specialist acts as both a back-of-house support position and a front-of-house client-facing assistant. The Administrative Specialist must be an effective multi-tasker, and is also responsible for representing the Hamilton brand through our Core Values in their day-to-day responsibilities.
This position may be required to work weekends, some holidays, and peak sales periods.
Responsibilities
- Answer incoming phone calls and direct calls to the appropriate associate or department. Ensure proper flow of correspondence for all messages through the store.
- Initiate mail flow distribution through the store.
- Engage in clerical duties such as acquisition of supplies, clerical duties, and point-of-sale duties.
- Help coordinate and optimize the shipping and distribution process between corporate headquarters, customers, and stores. Review and assure adherence to proper shipping insurance procedures.
- Assist in generation of reports for stores, departments, and executives.
- Coordinate between sales associates, clients, vendors, suppliers, and corporate office for a variety of tasks.
- Process and prioritize the flow of regional merchandise into and out of the store, and through proprietary inventory system.
- Check purchase orders and invoices for accuracy, liaising with Accounts Payable.
- Follow Hamilton quality control standards when stocking merchandise.
- Receive and ticket merchandise, entering appropriate information into proprietary inventory system.
- Process items to be returned to vendors or shops.
- Act as a liaison between store and Merchandising department, based at company headquarters, for any merchandise being shipped to or from the store.
- Assist in bi-annual audited physical inventory counts, as well as regular physical inventory checks on the sales floor.
Skills
- Excellent verbal and written communication skills.
- Exceptional interpersonal communication skills.
- Ability to stay calm in high-pressure or fast-moving situations, both behind the scenes and in front of clients.
- Strong organizational skills.
- Ability to work both independently and collectively with team members as needed.
- Ability to handle and work with small, high-value merchandise.
- Proficiency in Point of Sales (POS) systems and Microsoft Suite.
Education & Experience
- High school diploma or equivalent (GED) and 1 year of relevant experience with administrative work or in retail inventory positions.
- Experience in high-end jewelry or luxury environments.
- Administrative experience in a fast-paced environment.
- Experience working in back offices or inventory offices for multi-store or multi-location retail companies.
Physical Requirements
Physical activity not limited to: reading, writing, walking, walking up and down stairs, standing, sitting, kneeling, lifting up to 25lbs.