Administrative Support Specialist

Job Title: Administrative Support Specialist

Job Summary:

The Administrative Support Specialist provides critical support to the team, ensuring a seamless client experience in a luxury retail environment. This individual is responsible for managing the front desk, greeting customers, and ensuring a smooth client experience.

Key Responsibilities -

Administrative Tasks:

• Manage the reception area, maintaining a tidy and well-organized space at all times.
• Answer phone calls, take messages, and direct calls to appropriate departments or individuals.
• Assist with data entry, filing, and maintaining customer records.

Customer Service:

• Handle customer inquiries and resolve issues promptly and professionally.
• Ensure a high level of customer satisfaction and help elevate the company image.

Communication and Coordination:

• Collaborate with the sales team and other store departments to ensure a smooth client experience.
• Coordinate with management and staff regarding inventory, appointments, and customer requests.
• Prepare and send out customer communications, including follow-up messages and event invitations.

Brand/Company Representation:

• Exhibit knowledge of Polacheck's history, products, and services.
• Represent Polacheck's by providing a sophisticated and refined client experience.
• Maintain discretion and confidentiality in handling customer information and sensitive matters.

Operational Support:

• Monitor and maintain stock of reception supplies (business cards, brochures, etc.).
• Help with special events or promotions held in-store, assisting with guest lists or event logistics.
• Ensure security protocols are followed when clients enter and leave the store.

Skills and Qualifications:

• Excellent verbal and written communication skills.
• Exceptional interpersonal skills with a polished and professional appearance.
• Prior experience in luxury retail or customer-facing roles is preferred.
• Strong organizational and multitasking abilities.
• High attention to detail and problem-solving capabilities.
• Knowledge of basic office software (e.g., Microsoft Office Suite).
• Proficiency in handling phone systems and appointment scheduling software.
• Ability to stay calm under pressure and provide solutions in high-stress situations.
• Fluent in additional languages a plus.

Education and Experience:

• High school diploma or equivalent; college degree preferred.
• Previous experience in a luxury retail environment or front-of-house hospitality roles preferred.
• Experience in customer service, reception, or administrative roles.

Work Environment:

• Fast-paced, luxury retail setting.
• Requires standing or sitting for long periods.
• Interaction with high-net-worth individuals and VIP clients.
• Ability to maintain a calm, composed, and professional demeanor at all times.