Administrative Assistant

仕事内容

At Major Trading our success depends on our people, productivity, and procedures. This unique role will not be suited to all. The right person must have a combination of skills that will ensure they have administrative competence, combined with with the ability to turn their hand to different disciplines as they arise.

The person will be actively involved in the running of a small office working in cutting and supplying gemstones for watches and fine jewellery.

I am looking for someone who will ultimately need to wear several hats, work in a small team and work with other offices around the world.

Stock Management
 Ensure accurate records are kept of what is in the office and what merchandise is in
the office at any given time
 Keep accurate records of how goods entered the office and how they left, with any
difference amounting to the sale of stock position of that item
 Quality control stones that come into the office for order before being sent to clients
to ensure the right standards are being maintained
 Photograph stones that come into the office accurately, for communications purposes
 Managing inventory on our stock management system (to be trained).
 Regular stock control and stock take.

Customer Care
 Establishing and maintaining contact with existing and new clients
 Always maintain a helpful and positive manner to clients that call the office.

Administration
 Prepare invoices for customers
 Bank reconciliation
 Debtor and Creditor reconciliation
 Preparation of figures for accountant
 Invoicing
 Preparing papers for the accountant

Order Management
 Ability to receive orders and communicate them to the correct people
 Track the progress of orders and whether they are on schedule
 Manage communication between factory, internal admin and customers

Quality Control
 Checking goods arriving to the office match those ordered
 Measure stones accurately
 Look at colour and judge whether it matches colour ordered
 Check purity of stones to see if they match quality ordered.
 Communicate any issues discovered before shipping stones to client
 Product Photography
 Take simple, in focus images of stones using a mobile phone.
 Transmit those images to for communications purposes.

Shipping
 Handling the necessary facets of shipping administration to facilitate a smooth,

timely shipping process.
 Managing the import of merchandise into the office. Ensuring goods are received in
a timely manner by communicating with the supplier and relevant shipping
companies
 Managing the export, or transport of goods from the office, whether inner city,
intercity, or internationally.
 Ensuring correct paperwork and procedures respected for both import and export
 Package goods in a safe and efficient manner to protect merchandise being shipped
 Admin/Accounting
 Keeping files and papers stored and organised in an efficient manner
 Issuing Invoices
 Checking with the bank to see who has paid and following up with late payee

Communication
 Communication both with team members and customers and suppliers
 Effective communication on projects and enquiries at all times with people involved
on that project
 Maintaining timely communications and follow up

Job Type: Full-time

Salary: CHF40,000.00 - CHF45,000.00 per year

Benefits:

• Employee discount

Schedule:

• Monday to Friday

Application Question(s):

• All applications MUST be submitted in English. Is your CV and Cover Letter in English?

Experience:

• Administrative: 3 years (Required)
• Bookkeeping: 1 year (Preferred)

Language:

• English fluently (Required)

Application Deadline: 19/03/2022
Expected Start Date: 01/04/2022