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Administrative Coordinator

1 week ago


Palm Beach, Florida, United States Hamilton Jewelers Full time
Job Description

The Administrative Specialist acts as both a back-office support professional and a front-of-house client-facing assistant.

This position requires an individual who can multitask effectively, prioritize responsibilities, and represent the Hamilton brand through our Core Values in their daily work.

Key Responsibilities:

  • Answer incoming calls and direct them to the appropriate associate or department.
  • Manage mail flow distribution throughout the store.
  • Perform various clerical duties, including acquisition of supplies and point-of-sale tasks.
  • Assist in coordinating shipping and distribution processes between corporate headquarters, customers, and stores.
  • Generate reports for stores, departments, and executives.
  • Facilitate communication between sales associates, clients, vendors, suppliers, and the corporate office.
  • Process regional merchandise inventory using proprietary systems.
  • Verify purchase orders and invoices for accuracy, collaborating with Accounts Payable.
  • Adhere to Hamilton quality control standards when stocking merchandise.
  • Receive and process merchandise, entering relevant information into proprietary inventory systems.
  • Process items for return to vendors or shops.
  • Serve as a liaison between the store and Merchandising department at company headquarters for merchandise shipped to or from the store.
  • Participate in bi-annual audited physical inventory counts and regular physical inventory checks on the sales floor.
Required Skills and Qualifications

Essential Skills:

  • Excellent verbal and written communication skills.
  • Exceptional interpersonal communication skills.
  • Ability to remain calm in high-pressure situations, both behind the scenes and in front of clients.
  • Strong organizational skills.
  • Ability to work independently and collaboratively with team members as needed.
  • Proficiency in Point of Sales (POS) systems and Microsoft Suite.
Education and Experience

Minimum Requirements:

  • High school diploma or equivalent (GED) and 1 year of relevant experience in administrative work or retail inventory positions.
  • Experience in high-end jewelry or luxury environments.
  • Administrative experience in fast-paced environments.
  • Background working in back offices or inventory offices for multi-store or multi-location retail companies.
Physical Requirements

Physical activity includes reading, writing, walking, walking up and down stairs, standing, sitting, kneeling, lifting up to 25lbs.