Administrative Assistant - Sales

Tom James Company; Irvine (CA); On-site; USD 15,000 - 18,000; Part time

Benefits offered by this job

PTO plan

Paid holidays

401(k) plan

Job summary

Tom James Company is seeking a part-time Assistant in Irvine, CA to support the sales team, store leaders, and executives. This role involves preparing for client visits, updating client records, managing orders, and coordinating communications with clients and vendors.

The ideal candidate is proactive, detail-oriented, and proficient with Microsoft Office and social media tools. Regular onsite attendance is required, and the position offers PTO, paid holidays, and a 401(k) plan.

Qualifications

• Two years office-related experience preferred.
• Social media savvy, especially LinkedIn and Instagram.
• Proficient with Microsoft Office; familiarity with Google Docs, Sheets, and Forms.
• Excellent communication, organization, and time management.

Responsibilities

• Prepare for daily client visits and prep clothing for delivery.
• Locate client information (A/R balances, sales sheet) and update sales materials.
• Coordinate and maintain client orders/files; manage calendars; schedule deliveries.
• Communicate with clients; set up appointments and provide order status.

Skills

Communication

Organizational skills

Time management

Customer service

Social media savvy

Tech proficiency

Education

Office experience preferred

Tools

Microsoft Office

Google Docs

Google Sheets

Google Forms

Job description

At the Tom James Company, an Assistant supports our sales team members, store leaders, and key organizational leaders in fulfilling our mission to be a global leader in the fashion industry. An Assistant is a valued member of the Tom James sales support team.

We currently have a part-time opening in our Irvine, CA office. Our position is for 13 hours per week at $23 per hour. We offer a generous PTO plan, paid holidays, and a 401(k) plan.

Regular onsite attendance required.

Job Responsibilities

• Preparing for daily client visits
• Prepping clothing to be delivered
• Locating necessary client information (A/R balances, sales sheet)
• Updating sales materials regarding fabrics/options
• Coordinating and maintaining all client orders/files
• Communicating with clients:
• Setting up appointments
• Providing status of orders
• Scheduling deliveries
• Sending reminders
• Supporting the sales efforts of the sales professional by:
• Communicating regularly with the sales professional and other members of the store team
• Meeting with the sales professional to set goals
• Managing daily calendar
• Organizing inventory
• Pursuing efficiencies for processes and communication
• Picking up and delivering client items as needed
• Prospecting new clients using internet and social media applications
• Digital marketing - proficient in LinkedIn, Instagram, Facebook, Threads, Twitter
• Entering referrals into proprietary system
• Sending introductory and promotional messages
• Creating call lists/hot lists
• Delivering exceptional customer service when contacting factories, corporate office, clients and outside vendors
• Maintaining a professional image to interface with corporate clients

A successful candidate fits the following criteria:

• Confident, independent worker
• Strong communication skills (verbal, written, listening)
• Excellent organizational skills
• Outstanding time management skills
• Professional customer service skills
• Social Media savvy (especially on LinkedIn & Instagram)
• Proficient using multiple forms of technology including Microsoft Office; Google Docs, Sheets, Forms
• Possesses basic accounting skills (such as balancing accounts)
• Enjoys being flexible and multitasking
• Motivated to tackle challenges
• Yearns to work in a fast-paced team environment
• Able to bend and lift 30 lbs.
• Valid Driver’s License required (Exception: larger metropolitan areas)
• Two years office-related experience is preferred.
• Experience with a sales-oriented environment is a plus!