Job
Description
Job Title: Receptionist cum HR and Admin Assistant Reports To: Showroom Manager / Operations Manager Job Summary: The Receptionist cum HR and Admin Assistant plays a dual role, serving as the first point of contact for clients and visitors, ensuring a welcoming and professional showroom environment. This position also provides crucial administrative and human resources support, contributing to the efficient operation of the showroom and the well-being of its employees. Key Responsibilities: I. Reception and Client Services: Greeting and Welcoming: Warmly greet and welcome all clients and visitors to the showroom, ensuring a positive first impression. Client Assistance: Direct clients to the appropriate sales associate or department, answer general inquiries about products and services, and provide information about promotions or events. Call Management: Answer and direct incoming phone calls promptly and professionally, taking messages accurately when necessary. Showroom Presentation: Maintain a tidy and organized reception area, ensuring a professional and inviting atmosphere. Appointment Scheduling: Schedule and manage appointments for clients with sales associates or management as required. Client Comfort: Offer refreshments to waiting clients and ensure their comfort during their visit. Security Protocol: Monitor visitor access and maintain visitor logs in accordance with showroom security policies. II. Human Resources Support: Recruitment Support: Assist with the recruitment process, including posting job openings, screening resumes, scheduling interviews, and coordinating new hire paperwork. On-boarding: Facilitate the on-boarding process for new employees, including preparing welcome kits, arranging introductions, and assisting with initial HR documentation. Employee Records Management: Maintain accurate and confidential employee records (physical and digital), ensuring compliance with company policies and legal requirements. Leave Management: Assist with tracking employee leave (sick leave, annual leave, etc.) and maintaining leave records. HR Communication: Disseminate HR-related information to employees, such as policy updates, benefits information, and internal communications. Employee Relations (Basic): Act as an initial point of contact for basic employee inquiries, directing more complex issues to the Showroom Manager or HR Department (if applicable). Training Coordination: Assist in coordinating internal training sessions or workshops for employees. III. Administrative Support: Correspondence Management: Handle incoming and outgoing mail, couriers, and general correspondence. Office Supplies Management: Monitor and maintain inventory of office and showroom supplies, placing orders as needed. Document Preparation: Assist in preparing various documents, reports, presentations, and correspondence. Filing and Record Keeping: Establish and maintain efficient filing systems for administrative documents. Meeting Coordination: Schedule and organize internal meetings, prepare meeting rooms, and assist with minutes taking if required. Vendor Coordination: Liaise with vendors for showroom maintenance, cleaning, and other administrative services. Basic Accounting Support: Assist with basic invoicing, expense tracking, or petty cash management as directed. Data Entry: Perform accurate and timely data entry for various administrative and operational tasks. General Administrative Tasks: Provide general administrative support to the Showroom Manager and other team members as needed. Qualifications: Proven experience in a reception, administrative, or HR assistant role, preferably within a retail or luxury environment. Excellent communication and interpersonal skills, with a professional and friendly demeanor. Strong organizational and multitasking abilities with keen attention to detail. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Ability to maintain confidentiality of sensitive information. Familiarity with basic HR functions and best practices is a plus. A positive attitude and a proactive approach to problem-solving. Knowledge of the jewellery industry is an advantage.
