Administrative Assistant

Job DescriptionJob Description

Job Summary
We are seeking a dynamic, versatile, and highly organized Administrative Assistant to join our team! In this vital role, you will serve as the backbone of our office operations, ensuring smooth daily functions, as well as support inventory management. Your energetic approach and attention to detail will help foster an efficient environment. The ideal candidate is proactive, tech-savvy, and possesses excellent communication skills to support diverse office needs. This hybrid, semi-autonomous position offers an opportunity to develop your administrative expertise, contribute to a positive workplace culture, and secure long-term career growth. Working proficiency in Vietnamese and or Spanish speaking is highly desired.

A variety of soft skills and experience may be required for the following role Please ensure you check the overview below carefully.

Duties

• Conduct or assist with daily, physical, retail inventory counts and verify stock on hand in a warehouse and storefront setting.
• Oversee inventory orders- from order placement, confirmation, shipping, and receiving. Also follow up on any shortages or damages.
• Review vendor invoices, verify accuracy, and process payments.
• Assist with email management- organize, filter, and sort email as well as draft responses.
• Assist with social media content creation. Draft and schedule posts. Engage and monitor social media handles.
• Audit operational supplies and place orders as needed.
• Occasionally drop off light shipments and assist in light, nearby deliveries.
• Occasionally pick up local vendor orders.
• Order and pick up food for team as needed.
• Schedule courier services.
• Obtain freight quotes as needed.
• Support day-to-day back end operations for e-commerce operations- processing orders, updating listings, process RMA's, customer support, draft and schedule promotional emails.
• Operate multi-line phone systems to handle incoming calls efficiently, transferring or taking messages as needed.
• Assist in project execution by coordinating tasks, tracking timelines, managing documentation, and streamlining communication
• Assist with planning, managing logistics, coordinating, and carrying out events.
• Assist with research and data gathering as needed.
• Maintain organized filing systems, both physical and digital, including data entry and document proofreading to ensure accuracy.
• Utilize Microsoft Office Suite and Google Workspace tools for document creation, editing, scheduling, and correspondence.
• Oversee calendar management for team members, scheduling appointments, meetings, and coordinating events with precision.
• Support bookkeeping tasks using QuickBooks or similar software for basic financial record keeping and invoicing.
• Provide exceptional customer service by assisting clients or patients in person or over the phone while maintaining a friendly demeanor.
• Perform clerical duties such as photocopying, faxing, mailing, and managing office supplies inventory.
• Assist with office management tasks including organizing files, maintaining cleanliness, and ensuring a professional environment.
• Support personal assistant duties when required, including travel arrangements or special project coordination.Qualifications
• Proven office experience with strong organizational skills and the ability to multitask effectively in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace (Gmail, Calendar), and basic computer literacy.
• Experience with data entry, filing systems, proofreading documents, and managing multi-line phone systems.
• Knowledge of QuickBooks or bookkeeping experience is preferred but not mandatory.
• Strong time management skills with the ability to prioritize tasks efficiently.
• Previous experience in customer service or reception roles such as dental or medical receptionist is advantageous.
• Personal assistant experience or office management background will be considered a plus. Join us in creating an organized and welcoming workspace where your skills make a real difference!
• Excellent communication skills with a professional phone manner; bi/tri-lingual (Vietnamese and/or Spanish) abilities are highly valued.

Company DescriptionWe are a family-owned, nails and beauty wholesale business. We have been servicing beauty professionals and students for over 30 years. We have been instrumental in the development of the nail & beauty trends in the DFW area.Company DescriptionWe are a family-owned, nails and beauty wholesale business. We have been servicing beauty professionals and students for over 30 years. xhqgsiq We have been instrumental in the development of the nail & beauty trends in the DFW area.