Multi Purpose Associate.

Our company, TRIO, is engaged in several business ventures, and we are seeking a versatile, proactive, and dependable candidate who can provide sales, administrative and operational support across two of our businesses: our retail company and our architecture firm.

MULTI-PURPOSE ASSOCIATE

Office Assistance

• Welcome and assist guests and clients, including offering refreshments and ensuring a pleasant reception experience.
• Confirm scheduled meetings in advance and ensure the conference room is properly prepared and set up with the necessary materials and equipment.
• Handle various office errands, including visits to government agencies and banks, as well as collecting checks and other documents.
• Manage inventory and procurement of office supplies, ensuring adequate stock levels and timely replenishment.
• Maintain a clean, organized, and well-kept office environment by coordinating with the office cleaning company.
• Plan and coordinate office parties, corporate events, and other staff activities.
• Arrange and deliver gifts, tokens, and other items to clients as required.
• Prepare, process and send out required planning notifications.
• Perform other tasks as may be required from time to time.

Furniture Delivery and Claims

• Receive bulk furniture deliveries and verify the shipment against the bill of lading, checking quantities and documenting any discrepancies or damaged boxes.
• Supervise the unboxing of delivered furniture and inspect items for damage, ensuring all damaged items are properly documented.
• Coordinate with the Senior Accounting Administrator regarding damaged items and provide the necessary documentation to support insurance claims.

Warehousing and Inventory Control

• Monitor and maintain accurate inventory records for all products, supplies, and equipment.
• Receive, inspect, and properly organize incoming products and shipments.
• Ensure products are properly stored, labeled, and arranged for easy identification and retrieval.
• Monitor stock levels and notify management when products or supplies need to be reordered.
• Conduct regular inventory counts and reconcile physical stock against inventory records, reporting any discrepancies.
• Prepare products and supplies for customer orders, deliveries, refills, and other business requirements.
• Monitor product condition and promptly report damaged, missing, or expired items to Management.
• Maintain a clean, organized, and safe warehouse environment. We have main storage and small office storage at our office to manage.

On-Site Sales

• Welcome and assist walk-in customers, providing friendly and attentive service throughout their visit.
• Engage customers to understand their needs and provide brief, informative explanations about our scenting products and services.
• Inform customers about current promotions, special offers, and other relevant products or services.
• Create a pleasant and welcoming in-store experience that encourages customer satisfaction and repeat visits.
• Monitor incoming online orders and promptly process paid orders by preparing the products for customer pick-up or delivery.
• Follow up on unpaid orders by phone or email to confirm the customer’s order and determine if any assistance is needed to complete the purchase.
• Prepare invoices for recurring monthly refill orders and send payment reminders to customers.
• Follow up on outstanding payments that remain unpaid after one week.
• Upon receipt of payment, coordinate and schedule the customer’s monthly refill delivery or service.

Online Selling

• Monitor incoming online orders and promptly process paid orders by preparing the products for customer pick-up or delivery.
• Follow up on unpaid orders by phone or email to confirm the customer’s order and determine if any assistance is needed to complete the purchase.
• Prepare invoices for recurring monthly refill orders and send payment reminders to customers.
• Follow up on outstanding payments that remain unpaid after one week.
• Upon receipt of payment, coordinate and schedule the customer’s monthly refill delivery or service.

Corporate Sales

• Monitor and manage existing consignment arrangements, ensuring that accounts are properly maintained and followed up on.
• Proactively introduce and promote our scenting products to hotels, property management companies, hospitality establishments, and other potential corporate clients.
• Follow up with prospective clients and, upon receiving positive feedback or interest, prepare a sales proposal for Management’s review and approval.
• Present and send approved proposals to prospective corporate clients and maintain regular follow-ups to move opportunities forward.
• Negotiate pricing, terms, and other business arrangements with prospective clients, making every reasonable effort to close sales and secure new accounts.

Delivery

• Effectively plan and manage delivery schedules and organize deliveries based on client requirements, location, and scheduled activities to maximize time and operational efficiency.

Managing Pop Up Shop and Marketing Events

• Plan, coordinate, and manage pop-up shops, promotional activities, and marketing events from preparation through completion.
• Coordinate the setup and breakdown of the pop-up shop or event, ensuring products, displays, signage, marketing materials, and equipment are properly arranged and presented.
• Ensure adequate inventory and promotional materials are available for each event.
• Engage with visitors, introduce and demonstrate our scenting products, and provide information about our products, services, and promotions.
• Monitor sales opportunities and customer inquiries during events and follow up with potential clients when appropriate.
• Coordinate with Management and other team members to ensure events run smoothly and achieve their intended sales and marketing objectives.

Marketing

• Regularly prepare and send email campaigns to existing clients to promote our scenting products, services, promotions, and special offers.
• Develop creative email marketing strategies and ideas to attract new clients and generate potential sales leads.
• Stay up to date with current social media trends, content strategies, and engagement opportunities, and recommend ways to increase the company’s social media presence and exposure.
• Take a proactive and assertive approach to presenting new marketing and sales ideas to Management, particularly those that can help increase awareness, customer engagement, and sales of our scenting products.
• Schedule brief meetings with Management to present and discuss promising ideas or initiatives that can be implemented to improve sales and business growth.

Customer Service

• Program newly sold scenting machines according to the client’s requirements and provide reprogramming or adjustments as necessary to ensure customer satisfaction.
• Troubleshoot and service defective scenting machines covered under warranty, ensuring timely resolution of service issues.
• Conduct after-sales follow-ups with clients to check on product performance, address any concerns, and gather customer feedback.
• Handle and resolve customer complaints professionally and promptly, coordinating with the appropriate team when necessary.
• Maintain positive client relationships by providing responsive, courteous, and reliable customer service.

Custodianship of Company Service Vehicle

• Safeguard and properly maintain the company vehicle assigned for official business use. The vehicle is to be used only during office hours and exclusively for authorized company-related activities.
• Ensure the vehicle is taken for required inspections and registration renewal on or before the applicable due dates.
• Monitor and coordinate regular vehicle maintenance, including oil changes, servicing, tire checks, and other necessary repairs or upkeep.
• Keep track of the vehicle’s insurance coverage and promptly notify Management when renewal is approaching.
• Maintain the vehicle in a clean, safe, and roadworthy condition at all times.
• Report any accidents, damage, mechanical issues, or other concerns involving the vehicle to Management promptly.