Admin Executive

PARHELIA PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading jewelry retail company in Singapore is seeking a Retail Administrative Associate to support daily operations, manage customer interactions, and assist with inventory management. The ideal candidate should possess 1-3 years of retail administration experience, strong customer service skills, and proficiency in inventory systems and Microsoft Office. This full-time, on-site role offers a competitive salary, CPF contributions, and additional benefits including annual leave and performance bonuses.

Benefits

Competitive salary

Annual leave

Staff discounts on jewelry

Performance bonuses

Qualifications

• 1-3 years of experience in retail administration, preferably in luxury goods.
• Ability to communicate professionally in English.
• High attention to detail and organizational skills.

Responsibilities

• Manage customer interactions at the front desk.
• Assist with inventory management.
• Prepare routine reports for accurate record-keeping.

Skills

Proficient in inventory systems

Strong customer service skills

Numeracy and accounting skills

Detail-oriented

Education

Diploma / A-levels or equivalent

Degree in Business, Administration, or Retail Management

Tools

Microsoft Office (Excel, Word, Outlook)

ERP or accounting software (Xero, SAP, QuickBooks)

Job description

Company Overview / Employee Value Proposition

PARHELIA PTE. LTD. is a Singapore-based private limited company specializing in the trade, investment, and retail of high-value precious metals and fine jewelry. Operating under a Precious Metals Regulated Dealer License issued by the Singapore Ministry of Law, the company is fully compliant with Singapore’s stringent anti-money laundering (AML) and counter-terrorism financing (CTF) regulations, ensuring transparency, security, and trust in all transactions.

Job Summary

Support daily administrative, clerical and customer-facing operations of a jewelry retail store in Singapore. Ensure smooth office functions, assist store management with inventory and documentation, and provide professional customer service.

Responsibilities

• Greet customers at the front desk, answer calls and emails, respond to inquiries, and schedule appointments to support store operations
• Prepare, organize, and maintain physical and digital paperwork, filing systems, correspondence, and routine reports to ensure accurate record-keeping
• Assist with inventory management by updating stock records, processing deliveries, tagging items, and maintaining consignment documentation
• Process sales invoices and receipts, support order and layaway processing, and assist with point-of-sale reconciliation to facilitate sales transactions
• Maintain warranties, certificates (such as gemstone and lab reports), supplier invoices, and ensure all documentation complies with company and regulatory standards
• Coordinate with suppliers and service providers to schedule repairs, engraving, cleaning, and manage logistics for consignments and returns
• Support marketing and merchandising efforts by maintaining product lists, updating online listings, managing social media posting schedules, and preparing basic promotional materials
• Coordinate appointments for VIP clients, prepare sales kits, and assist during in-store events or trunk shows to enhance customer experience
• Manage petty cash, prepare bank deposits, and assist with basic bookkeeping tasks to support financial operations
• Follow store security procedures to maintain confidentiality and protect high-value items and customer information
• Stand for extended periods and handle light lifting related to packaging and stock management as part of daily duties

Required competencies and certifications

• Minimum Diploma / A-levels or equivalent; degree in Business, Administration, or Retail Management is a plus
• 1–3 years’ experience in retail administration, preferably in luxury goods, jewelry, or F&B/hospitality
• Proficient in using inventory and point-of-sale systems, and Microsoft Office applications (Excel, Word, Outlook)
• Basic numeracy and clerical accounting skills to support sales and financial record-keeping

Preferred competencies and qualifications

• Experience with ERP or accounting software such as Xero, SAP, or QuickBooks is advantageous
• Ability to communicate clearly and professionally in English to liaise effectively with clients, suppliers, and internal teams
• Strong customer service skills demonstrated by handling client interactions professionally and courteously
• High attention to detail and organizational skills to maintain accuracy in documentation and inventory
• Discretion and trustworthiness in managing confidential information and valuable goods
• Effective problem-solving, time management, and multitasking abilities in a fast-paced retail environment

Working Conditions

• Full-time, on-site role with possible weekend and public holiday shifts aligned with retail hours
• Physically able to stand for extended periods and perform light lifting tasks
• Willingness to undergo background checks and comply with store security protocols

Remuneration & Benefits

• Competitive salary based on experience
• CPF contributions as per Singapore law
• Annual leave, sick leave, staff discounts on jewelry, training opportunities, and performance bonuses (where applicable)