Job Title: Admin Assistant (Office and Retail/Ecommerce) Location: City of London, Office Based Industry: Luxury Assets About Us: Our Client is a reputable multi-asset brokerage firm in London, specialising in luxury assets. We empower individuals to build wealth by acquiring prestigious timepieces, art, luxury handbags, coins, wine, and whisky. We provide education, secure premium insurance, and offer storage solutions to our clients. A forward-thinking company operating in a fast-paced sales environment, where all team members have a voice and are encouraged to bring value to the company and be rewarded for their hard work. The successful applicant will possess strong administration skills for this varied and interesting role. They must also possess good customer relations and communication skills; it is also important to be able to work within a team as well as independently. Position Overview: This role is split across two core facets of the business, with a predominant focus on office administrative support and a secondary focus on retail/Ecommerce admin support. You will excel in various administrative tasks that contribute to the seamless functioning of both the office, and the retail store. Key responsibilities on the office side of the business include efficiently answering and directing telephone calls, addressing queries through both phone and email communication, and warmly greeting visitors at the reception. Additionally, across both the office and retail, you will be operating and updating the database, managing your own diary, and collaborating closely with Co-Founders, the Office Manager as well as the Retail Manager. Organisational skills extend to maintaining the office and retail filing system, preparing, organising, and storing information in both paper and digital formats. Furthermore, scheduling meetings, and booking rooms. Handling logistical aspects, such as arranging post and deliveries to both the office and the retail store, is also within your purview. Through these diverse responsibilities, you will contribute to the overall effectiveness and professionalism of the office and retail environment. Main Responsibilities: Answering the telephone and directing calls as appropriate Dealing with queries on the phone and by email Using docusign for various tasks including customer and staff contracts Invoicing using accounting software (Quickbooks/Xero) CRM database management (Hubspot) Greeting visitors at reception Operating and updating the database Own diary Management Working closely with Co-Founders, the Office Manager, the Retail Manager and the Buying and Partnerships Manager Maintain the office and retail filing system Ordering office and retail supplies when needed Managing diaries, scheduling meetings, and booking rooms. Updating the CRM system Assisting with retail stock management Event planning Arranging post and deliveries to both the office and retail store Dealing with retail customer calls regarding updates to their orders Supporting the onboarding of new clients Retail and Ecommerce specific responsibilities Manage inbound enquiries via phone calls, emails, web chat and potentially socials Create sales orders to allow for the support agent to follow up on inbound enquiries Back of house ordering Work with our logistics company to ensure that returns and stock levels are managed correctly Support stock management / inventory levels, to ensure that we stay on top of stock levels Invoicing (strong experience using Xero essential) Work with our Ecommerce Manager and Will to ensure that the website correctly represents stock held at FPL e.g inventory levels, titles and pricing (Second pair of eyes on the website is important) Reconciling both cash (including petty cash) transactions with Xero and the bank Reconciling receipts from EOD, EOW & EOM Lightspeed Z reports with zero and the bank Customer service to support the Ecommerce efforts Helping Buying and Partnerships Manager & Ecommerce Manager with any admin tasks relating to their day to day Building EOY and EOM reporting for Retail Making remote payments for retail, whether that be Stripe or other Bank cash when Retail Manager is on annual leave Required Skills Unparalleled organisational skills and proven administrative experience (5 years ). High-level operator when it comes to all administrative responsibilities The ability to efficiently switch hats to cater between the three pillars of the business: Retail, Ecommerce, Office Understanding of Microsoft Office Strong Communication Skills A great understanding of what an exceptional customer experience looks like Ability to manage multiple tasks Demonstrated ability to read, write, and speak English to an exceptional standard Adobe experience (Acrobat essential, creative suite advantageous) Excellent interpersonal skills Punctual with strong attendance history High level of accuracy and attention to detail Takes initiative Problem- solving skills Hubspot knowledge preferential Salary: £33-£35K p/a