Job Description: Receptionist/Administrative Assistant
Full Time Position. Must be available Saturdays.
Pay Rate: $18.00 / HR
Adam Ross Custom is a luxury brand providing bespoke and custom garments through expert design, impeccable craftsmanship, and the finest quality fabrics. We help our clients refine their style and create hand-tailored garments for all of their casual, professional, or formal occasions. Adam Ross Custom currently services the Houston and San Antonio areas and is growing rapidly. This is a full-time position for a company that values ambitious, proactive, and self-motivated individuals who display professionalism, customer service, and the ability to adapt to a fast-paced and changing working environment.
What we expect from you at Adam Ross:
- Empathy
- Time and commitment
- Excellent communication skills
- Ability to multitask
- Ability to produce in a dynamic environment
- Attention to detail
Your initial and future responsibilities may include:
- Greet visiting clients or guests upon arrival; offer refreshments and provide customer service
- Manage office cleanliness, organization, and inventory:
- Open up and close down the showroom (lights, music, dishes, overall tidiness)
- Print company order forms for showroom as needed
- Order general office supplies and marketing materials as needed to keep the showroom stocked
- Order new seasonal fabric books or additional copies as requested; print and attach price labels; update fabric book collection spreadsheet
- Clients: deliver to clients if garments need to be delivered, if the client needs it
- Check company mailbox and distribute mail to recipients accordingly
- Receive and process incoming garment deliveries:
- Verify packing slip matches contents; sign, date and upload to respective Drive folder
- Send a copy of packing slip to Clothiers
- Complete Quality Control checklist for each garment type
- Hang garments on tailor rack for 24 hours, steam them out the next day, and hang on clothiers’ racks
- Shirts: print and attach client name label stickers and/or Company logo stickers
- Label and ship garments using online FedEx Shipping Manager as needed
- Process new contractor/employee onboarding, including uploading completed forms to respective Drive folder
- Update fabric books weekly using fabric status reports; send fabric updates to satellite store locations
- Assist with recruiting activities as needed; post job descriptions, review resumes, schedule interviews, manage communication/scheduling with applicants
- Print HubSpot CRM reports as requested
- Manage company communications as needed:
- Answer public business phone line; complete intake questionnaires for inquiries, deliver messages to intended recipients, etc.
- Respond to Google messages, RingCentral messages, and Google Business reviews
- Assist with email communications as needed, including for partnerships, events, clients and vendors
- Assign incoming leads and website submissions as instructed and update company Leads spreadsheet
- Schedule appointments for new and/or existing clients
- Communicate any arising issues, concerns, technical and/or order concerns, etc. to manufacturers, fabric mills, tailors, etc. and troubleshoot until a proper solution is achieved
- Complete event-related tasks, including creating new marketing material, scheduling staff, booking accommodations/reservations, organizing packing list and schedule of events
- Process new garment orders in the portal:
- Review order in portal to verify it matches the Square transaction
- Verify client measurements have been updated to reflect any prior alterations
- Input any special order in the Dashboard and email any rush order requests to manufacturer; verify manager pre-approved rush orders and/or non-standard order requests
- Approve and submit orders for each store location before 6:00pm each day
- Internal order documentation; input order details to the Admin spreadsheet
- Verify all orders and placed within 48 hours of the Square transaction
- Manage existing garment orders in process:
- Provide status updates and answers to clothiers upon request
- Manage order Dashboard spreadsheet / communication with manufacturers
- Submit and manage manufacturing Help Tickets as needed
- Manage orders in transit; verify delivery of shipments, and inquire about late or missing shipments
Physical Demands: While performing the duties of this job, the employee is occasionally required to stand, walk, and sit for extended periods of time; reach for tools and objects with hands and arms; climb stairs; stoop, kneel, crouch, or crawl; ability to bend, twist and stand; move throughout the store; and talk to and hear customers. Manual dexterity to perform non-selling responsibilities, such as use of POS (Point of Sale) terminals, counting money, steaming garments, accessing computers, and receiving or initiating telephone calls. Ability to lift/and or move up to 50 pounds. The employee must be able to see up close and at a distance, as well as use peripheral vision and depth perception, and be able to look at, read, and use a computer, electronic devices, and phones for long periods of time.