PLI Builders is seeking a highly organized and proactive Administrative Secretary to provide comprehensive support to ensure the smooth and efficient operation of our office. This role is critical for maintaining effective communication and organization within the team, supporting management, and assisting staff with a variety of administrative tasks. The ideal candidate is a detail-oriented professional with excellent communication and time-management skills.
Responsibilities:
Answer and direct phone calls, greet visitors, and manage incoming and outgoing correspondence.
Schedule appointments, manage calendars, and coordinate meetings.
Assist with preparing documents, reports, and presentations.
Maintain and organize physical and digital filing systems and office records.
Handle general administrative tasks, including data entry, processing invoices, and managing office supplies.
Support staff with various administrative requests and projects as needed.
Qualifications:
Proven experience in a secretarial or administrative role is preferred.
Proficiency in the Microsoft Office Suite (Word, Excel, Outlook) and other common office software.
Strong written and verbal communication skills.
Excellent organizational and time-management abilities with a high level of attention to detail.
Professional demeanor and the ability to handle confidential information with discretion.
Ability to multitask and prioritize tasks in a fast-paced environment.
Key Responsibilities:
Client Relations: Warmly greet clients, check them in/out, offer beverages, manage wait times, and ensure a positive atmosphere throughout their visit.
Appointment Management: Expertly manage the salon's appointment schedule including booking, confirming, rescheduling, and handling cancellations efficiently.
Communication Hub: Answer a multi-line phone system, respond to emails and online inquiries professionally, and relay messages accurately to stylists and management.
Transactions & Admin: Process payments (cash, credit cards, gift cards), issue receipts, reconcile daily sales, and maintain accurate client records in our database.
Sales Support: Inform clients about new services, discounts, and promotions; proactively recommend retail products for at-home hair care.
Operational Support: Maintain a clean, organized, and professional reception area. Assist with opening and closing procedures and support salon staff with various administrative tasks as needed.
Required Skills & Qualifications:
Proven experience in a customer service or administrative role, preferably within a salon, spa, or hospitality environment.
Strong organizational skills and meticulous attention to detail.
Excellent verbal and written communication and interpersonal skills.
Proficiency with computer systems, including POS (Point-of-Sale) and salon management/scheduling software
Ability to multitask, prioritize tasks, and remain calm under pressure.
A professional demeanor and appearance, with a genuine passion for the beauty industry and creating an excellent client experience.
Flexibility to work a schedule that includes evenings and weekends (essential for salon prime time).
