Office Assistant

Key Responsibilities:

Administrative Support:

• Answer phone calls, emails, and other forms of communication, directing inquiries to the appropriate team members.
• Manage office correspondence and ensure efficient filing of important documents (invoices, orders, purchase receipts, etc.).
• Assist with scheduling appointments, meetings, and store events as needed.
• Help with the creation and distribution of internal communications and newsletters.
• Maintain office supplies and equipment, ensuring all necessary items are stocked.
• Organize and maintain client and vendor records, ensuring data accuracy and confidentiality.
• Assist with managing the store's inventory database and product information updates.

Customer Service Support:

• Greet customers in-store or over the phone, offering assistance with product selection, ordering, and service inquiries.
• Handle customer service issues such as returns, exchanges, and product inquiries in a professional manner.
• Coordinate with the sales team to provide product details and resolve customer complaints.
• Ensure customers orders are processed efficiently and on time, coordinating with the logistics team for shipping and deliveries.

Sales and Store Operations:

• Assist with the preparation and organization of store displays and inventory layout.
• Support the sales team by preparing product materials (e.g., price tags, product labels, promotional displays).
• Assist with tracking sales, customer feedback, and product trends.
• Help with processing customer transactions (cash handling, payment processing, receipts).
• Ensure that the store is neat, clean, and well-organized at all times.

Inventory and Stock Management:

• Assist with stocktaking, monitoring inventory levels, and ensuring products are well-stocked on the sales floor.
• Track product orders and shipments, ensuring they arrive in a timely manner.
• Report any stock discrepancies or inventory issues to the inventory manager.

Data Entry and Record Keeping:

• Perform data entry tasks related to sales, returns, and customer interactions.
• Maintain accurate records of orders, deliveries, and payments in the company's database or CRM system.
• Generate weekly or monthly reports for sales, inventory levels, or customer feedback as required.

Financial and Accounting Support:

• Assist with basic bookkeeping duties such as invoicing and expense tracking.
• Help the finance team by organizing financial documents and reports.
• Ensure the timely processing of invoices and payments to suppliers.

General Office Tasks:

• Assist with any ad hoc administrative or operational tasks, such as organizing events, meetings, or store promotions.
• Maintain a clean, organized, and functional office environment.
• Perform other duties as assigned by management.

Preferred candidate profile

• Education: High school diploma or equivalent; additional coursework in business administration, customer service, or a related field is a plus.
• Experience: At least 1-2 years of experience in an administrative role; experience in retail or eyewear industry preferred but not required.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Basic knowledge of inventory management systems or point-of-sale (POS) software.
• Familiarity with customer relationship management (CRM) tools is a plus.
• Key Competencies:
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Customer-focused with a professional and friendly demeanor.
• Ability to handle multiple tasks simultaneously and work efficiently under pressure.
• Reliable, punctual, and dependable.
• Knowledge of basic accounting or finance processes is a bonus.
• Personal Traits:
• Proactive and self-motivated with the ability to work independently.
• Positive attitude and strong interpersonal skills.
• Ability to work collaboratively in a team environment.
• Ability to maintain confidentiality and handle sensitive information.

Perks and benefits: No pressure, politics, and a growth-oriented working environment. Perfect for long-term career development.