Administrative Assistant

Job Full Description

We are seeking a highly organized and detail-oriented Administrative Assistant to join our clients dynamic team. The ideal candidate will be responsible for various administrative tasks that support the smooth and efficient operation of our optical boutique. This role involves handling customer service, managing appointments, assisting with inventory management, and ensuring the boutique runs smoothly day-to-day.

Key Responsibilities:

• Customer Service:
  • Greet and assist clients in person, over the phone, and via email.
  • Schedule and confirm fittings, and consultations for clients.
  • Handle customer inquiries about products, services, and insurance coverage.
  • Assist in maintaining customer records and ensuring the accuracy of data.
• Administrative Support:
  • Answered and directed phone calls, took messages, and responded to inquiries in a timely manner.
  • Prepare and maintain client files, ensuring all necessary documentation is up to date.
  • Coordinate and manage appointments, ensuring minimal scheduling conflicts and optimal customer service.
  • Handle email correspondence and follow up on client requests or concerns.
  • Process daily transactions, including sales, payments, and billing as needed.
• Inventory Management:
  • Assisted with tracking eyeglasses, frames, lenses, and other optical product inventory.
  • Help with restocking supplies and ordering products as needed.
  • Ensure the boutique is organized, clean, and visually appealing.
• Record Keeping & Reporting:
  • Assist with filing and organizing paperwork, including insurance forms, billing records, and order forms.
  • Generate basic reports on sales, inventory levels, and customer inquiries.
  • Help maintain a filing system for both digital and hard-copy records.
• Coordination and Support:
  • Coordinate and liaise with optical technicians, optometrists, and other staff members.
  • Assist with marketing efforts, including social media updates and customer promotions.
  • Provide administrative support during busy periods or when additional help is needed.

Qualifications:

• High school diploma or equivalent (Associate's or Bachelor's degree preferred).
• Previous administrative or customer service experience, preferably in the optical or retail industry.
• Strong organizational skills with the ability to manage multiple tasks at once.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Knowledge of basic office equipment (e.g., fax, phone systems, copiers).
• Attention to detail and problem-solving ability.
• Ability to maintain confidentiality and manage sensitive information.
• Friendly and professional demeanor with a customer-first mindset.

Preferred Skills:

• Experience with optical products or knowledge of eyewear and lens terminology.
• Familiarity with optical software systems (OfficeMate) for appointment scheduling and billing.

Lexington, KY
3212
154 Patchen Drive
Suite 89
Lexington, KY 40517