Office Administrator

Position Overview

We are looking for a highly organized, dependable, and experienced Office Administrator to help keep the office running smoothly on a daily basis. This role includes administrative support, paperwork, computer-based work, invoice handling, light bookkeeping, office coordination, memo tracking, shipments, packing, merchandise organization, and local errands, including the pick-up and drop-off of goods.

The ideal candidate is detail-oriented, trustworthy, and comfortable handling sensitive information and valuable merchandise with care and discretion.

Key Responsibilities

• Manage daily office operations and general administrative tasks
• Handle paperwork, filing, scanning, and document organization
• Perform computer-based administrative work, including data entry, email correspondence, document preparation, and record maintenance
• Work with inventory software
• Use Excel as needed for reports and internal tracking
• Organize files, records, invoices, memos, and internal office documents
• Assist with invoicing, payment tracking, and light bookkeeping
• Stay on top of memo in and memo out, including tracking, follow-up, and maintaining accurate internal records
• Prepare boxes, apply labels and stickers, and assist with packing and shipping tasks
• Organize and prepare merchandise before trade shows and other company events
• Coordinate shipments, packages, deliveries, and returns
• Handle local pick-ups, drop-offs, and occasional office errands as needed
• Assist with the secure handling and transport of valuable merchandise and important company materials
• Help with scheduling, meetings, and calendar coordination
• Communicate with vendors, service providers, and building management
• Maintain office supplies and support the smooth day-to-day functioning of the office
• Assist management with follow-up tasks and general business support
• Handle sensitive information with discretion and professionalism

Qualifications

• Prior experience in office administration, executive assistance, bookkeeping support, or a similar role
• Strong organizational skills and attention to detail
• Good written and verbal communication skills
• Strong computer skills, including Microsoft Office, Google Workspace, email, and general office systems
• Ability to multitask and stay organized in a fast-paced office environment
• High level of reliability, trustworthiness, professionalism, and discretion
• Comfortable handling sensitive information and valuable items responsibly
• Punctual, consistent, and proactive
• Prior experience with administrative office work, shipping, inventory handling, or related operational support
• Experience with memo tracking, packing, labeling, merchandise organization, or trade show preparation is strongly preferred
• Experience in jewelry, luxury goods, wholesale, or a related industry is a major plus

What We Are Looking For

The ideal candidate is serious, stable, highly reliable, and takes pride in being organized and dependable. This is an important support role within the company and requires someone who can be trusted to handle responsibilities carefully, professionally, and consistently, especially when working with valuable merchandise and time-sensitive operational tasks.

Compensation

Salary based on experience

Pay: From $70,000.00 per year

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Experience:

• diamond/jewelry/gems industry: 2 years (Required)

Work Location: In person