Administrative Assistant

Administrative Assistant – Jewelry Team

Rapaport is seeking an experienced and highly motivated Administrative Assistant for the New York office. Our team of dedicated and warm employees create a supportive community that welcomes new people and innovative ideas. This is a great career opportunity if you are honest, efficient, effective and passionate about what you do. We invite you to come join our growing team as we introduce new products and services that help members within the diamond and jewelry industry.

Duties:

• Collaborate with the Jewelry Team to support jewelry events and meet all client requirements and needs


• Maintain and update all client account details in company’s CRM and database systems


• Support team with jewelry intake processes by recording all item details, tagging, and scanning jewelry for inventory


• Serve as a runner to collect and deliver jewelry and merchandise from clients within the diamond district


• Assist in documenting offers on client merchandise involved in brokerage deals and ensure accurate tracking of these offers and subsequent transactions. Maintain detailed records of all brokerage items handled, sold, or returned to sellers in the office


• Help manage and update compliance documentation for all clients to ensure adherence to company compliance regulations


• Assist in the preparation and updating of invoices and financial records


• Reach out to clients to confirm shipping preferences, prepare shipping memos and documentation, and coordinate domestic and international shipments


• Organize and prepare jewelry returns as per client requests, ensuring precise execution of return procedures


• Assist with client outreach for auctions, including phone and e-mail follow-ups


• Provide top-tier customer service, interacting with clients both in-person and over the phone


• Manage administrative tasks such as scanning, filing, photocopying, and organizing client documents and files


• Perform research and data entry tasks as required

Requirements:

• Experience in the Jewelry and Diamond industry - highly preferred.


• 3-5 years experience in Administrative Assistant or Executive Assistant roles. 


• Must have solid computer skills and be proficient in Microsoft Office


• Strong attention to detail as well as solid organizational/time management skills


• Strong written, verbal communication skills a must


• Independent, resourceful, organized, and a self-starter


• Ability to multitask in a fast-paced environment


• Must be capable, trustworthy, personable and have a positive attitude

This is a paid full-time position.