Administrative Specialist - Hamilton Jewelers

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.