PURPOSE OF ROLE
The Administrator plays a vital role in supporting the smooth, accurate and discreet operation of the Leeds showroom. The position is responsible for core financial administration, stock control and general office support, ensuring that systems, records and processes are maintained to the highest standards.
The role requires exceptional attention to detail, strong organisational skills and a professional manner suited to a luxury retail environment, working closely with showroom teams, head office and external partners.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Financial Administration
· Balance daily cash and prepare accurate summaries for Head Office.
· Complete weekly cash balancing and reporting in line with company procedures.
· Manage petty cash, ensuring all expenditure is supported by receipts and balances correctly; prepare weekly petty cash returns.
· Maintain detailed records of branch performance, including takings, year-on-year comparisons and individual salesperson figures.
· Ensure all cash and cheques received are banked promptly and securely.
· Process supplier and workshop invoices, ensuring accuracy, correct coding and completion of all required documentation.
· Input invoice details onto company systems for record-keeping, reporting and profit calculations.
· Ensure full compliance with money laundering regulations and internal financial controls.
Stock Control & Records
· Take responsibility for branch stocktakes, including preparation, completion and coordination of departmental stocktakes.
· Ensure all stock items are accurately recorded on company systems, including description, archive number and pricing.
· Maintain accurate stock levels by correctly recording the movement of items into and out of branch stock.
· Check stock on arrival to ensure items are in suitable condition for sale, escalating and resolving any issues as required.
· Control stock intake to maintain an appropriate and balanced stockholding, including returning duplicate or unsuitable items.
· Apply for archive numbers for items received directly from manufacturers.
· Maintain correct stock allocation to the appropriate "warehouse" within company systems.
· Update and maintain records relating to customer deposits for special order items.
General Administration & Secretarial Support
· Provide typing and general secretarial support to the showroom team.
· Maintain and update internal databases, including repairs, special orders, incoming and outgoing post.
· Manage filing systems to ensure documentation is accurate, organised and easily retrievable.
· Provide professional telephone cover and handle enquiries with discretion and courtesy.
· Coordinate PR support and photo shoots for the showroom when required.
· Support wider showroom operations, including assisting during events or covering the showroom when necessary.
WHAT WE VALUE
Precision & Reliability
· A methodical and organised approach with strong attention to detail.
· Confidence handling sensitive financial and stock information with discretion.
Professionalism
· Polished communication skills and immaculate presentation.
· A calm, adaptable approach in a luxury retail environment.
ESSENTIAL REQUIREMENTS
· Strong numeracy and literacy skills.
· Computer literacy, including working knowledge of Excel and database systems.
· Excellent written and verbal communication skills, with the ability to liaise confidently with colleagues, customers and senior stakeholders.
· Highly organised with the ability to manage multiple tasks and deadlines.
· Ability to work accurately under pressure.
· Willingness to take responsibility and show initiative.
· Flexibility to support showroom operations, events and occasional cover as required.
DESIRABLE
· Previous retail or luxury retail experience.
· Basic knowledge of fine jewellery.
· Experience in a similar administrative or finance-support role.
Closing Date: 31st January 2026
Job Types: Full-time, Permanent
Pay: £26,000.00-£30,000.00 per year
Benefits:
* Bereavement leave
* Company pension
* Employee discount
* Enhanced maternity leave
* Health & wellbeing programme
* Life insurance
* Private medical insurance
Work Location: In person