Job Description

Messika is a Parisian High Jewelry Maison, designed by Valerie Messika, daughter of the renowned diamond trade dealer, Andre Messika. Since 2005, Messika has been a growing leader in jewelry with over 500 Points of Sales worldwide across 90 countries.

We are searching for an Office Administrator for a maternity leave cover. They will manage essential administrative and operational tasks in the US office, including financial processing, customer account management, office and IT coordination, and executive support. The role demands excellent communication skills, attention to detail, and the ability to work across time zones.

Key Responsibilities

US Office & Operational Responsibilities:

• Collect and manage payments (checks, transfers, credit card transactions) and reconcile customer accounts; coordinate with Paris for check copies and accounting.
• Handle maintenance requests, office mail, and general supplies purchasing (water, coffee, stationery, gift cards).
• Record and track invoices and payments through relevant platforms and ensure documentation is forwarded to Paris as needed.
• Manage supplier payments, including manual urgent payments and payments via supplier portals.
• Support collections follow-up and customer email follow-ups; manage company mailbox.
• Collaborate on account follow-ups, payment plans, and purchase order verification in coordination with France.
• Manage opening of wholesale accounts and maintain commercial relations in the US.
• Assist in year-end invoice compilation, incentive reporting, and provide documentation for audits (e.g., Mazars).
• Monthly distribution of credit card statements to relevant individuals.

IT Coordination:

• Serve as primary contact for IT support and vendor coordination in the US office.
• Manage procurement, setup, and maintenance of IT equipment (computers, phones, peripherals).
• Oversee software license renewals and access rights for internal systems.
• Coordinate troubleshooting and escalate issues to France IT teams when necessary.

General Office Management:

• Oversee daily office operations including supplies, facilities, and vendor relationships.
• Manage mail handling and PO Box collections.
• Coordinate office maintenance and repairs.
• Ensure compliance with company policies and support smooth workplace logistics.

Executive Support:

• Provide administrative assistance to US-based executives including calendar management, travel arrangements, and meeting coordination.
• Prepare and manage correspondence, presentations, and reports as needed.
• Assist with ad-hoc projects and communications between US and France teams.

Qualifications

• Proven experience in office administration, executive assistance, or similar role.
• Strong organizational and multitasking skills with a proactive approach.
• Excellent communication skills, both written and verbal.
• Experience with financial processes such as invoicing, payments, and reconciliations.
• Proficient with office software (Microsoft Office Suite, email platforms, collaboration tools).
• Basic IT knowledge and experience coordinating IT support or equipment management.
• Ability to work independently and as part of a global team across different time zones.
• High level of discretion and professionalism.

Preferred

• Experience in luxury goods, retail, or related industries.
• Familiarity with payment platforms and invoice management tools (e.g., Yooz).
• French language skills a plus but not required.

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