Admin Assistant Terrafirma Solutions

Key Responsibilities

• Handle day-to-day showroom administration and coordination (documents, deliveries, supplies, scheduling).
• Maintain inventory accuracy in Lightspeed, Xero, and WooCommerce, ensuring all watches, consignments, and services are logged correctly.
• Manage supplier and service partner communication , follow up on invoices, quotations, and repair timelines.
• Support finance operations: match receipts, record payments, prepare expense reports, and assist with reconciliations.
• Prepare and organise client paperwork (sales invoices, warranty cards, consignment agreements).
• Coordinate courier shipments and track local/international deliveries.
• Provide operational support for content shoots (organizing watches, tracking in/out).
• Maintain and update our CRM (HubSpot) — ensuring all client data, purchase history, leads, and after-sales interactions are logged accurately.
• Assist in client follow-ups, service reminders, and personalized touchpoints using CRM insights.
• Keep digital filing systems (Google Drive, HubSpot CRM) up-to-date and well-structured.
• Support showroom communications and customer service when needed.

Skills & Qualifications

• 1–3 years’ experience in administration, operations, or CRM support (luxury or hospitality experience is a plus).
• Excellent communication and organizational skills.
• Strong attention to detail, reliability, and ability to multitask.
• Experience with CRM systems (preferably HubSpot, or similar).
• Comfortable working with tech platforms (Lightspeed, Xero, WooCommerce, Google Drive).
• Positive, proactive attitude and ability to thrive in a startup environment.
• Discretion when handling high-value products and client information.