Careers - Join the Team at Alana Maria Jewellery

Join us as our PA/Office Manager Superstar!

As a leader in everyday luxury, Alana Maria Jewellery create high-quality, handcrafted jewellery using premium materials like 14k gold-filled, solid gold, 925 sterling silver, and authentic freshwater pearls. Our pieces are designed to celebrate life’s special moments while adding a touch of luxury to the everyday.

Overview

As the Personal Assistant (PA) / Office Manager you will be responsible for end to end personal assistant support to the Founder. Focusing on ensuring all administrative requirements are delivered in a timely manner to allow the Founder to be productive, organised and high performing.

The PA / Office Manager acts as an ambassador for the company and collaborates across all teams to ensure our team culture is front of mind. This role requires confidentially, high attention to detail and experience in a fast-paced and dynamic work environment. Developing the operational functions of our office, whilst ensuring a smooth and efficient work environment for all employees is a priority for this role.

This is a role that demands maturity and flexibility. You will be trusted to manage your responsibilities with minimal supervision, be adaptable to the evolving needs of our founder and consistently deliver top-quality results.

Key Responsibilities:

Personal Assistant

• Seamless management and prioritisation of the Founder’s email, calendar and all internal and external communications.
• Acts to support the Founder and General Manager in delivering and supporting their key pieces of work.
• Attend to personal related tasks for the founder, from arranging personal appointments, home related errands etc.
• Preparation and attendance at a variety of meetings with/for the founder and general manager (including preparing the agenda, minutes, presentations).
• Coordinate end to end domestic and international travel schedules including, all flights, transfers, accommodation, restaurant bookings and any additional requirements.
• Compiling, drafting & distributing communications on behalf of the Founder with the support of the General Manager.
• Successful management of Founder related events - including but not limited to the brand partnership events.
• Management of personal social media accounts direct messages i.e instagram.
• Process invoices and manage expenses for the founder and general manager, ensuring all receipts are kept and uploaded onto Xero.
• Maintains a strong relationship with key EAs from our major stakeholders.

Office Management

• Liaising with vendors and service providers to ensure the efficient running of the office, ordering stationery, setting the standard of the presentation of the office, organising couriers, arranging staff lunches and snacks, farewell gifts and cards etc.
• Implementing and maintaining office policies, procedures, and best practices
• Support the People and Culture Manager with all tasks involved in onboarding and offboarding of employees. i.e. setting up email, office access, desk, IT equipment.
• Support the People and Culture Manager with all employee experience/company wide events across HQ and stores.
• Participate in projects within the business to support marketing, operations, design and production and people and culture.
• Builds trusted advisor relationships with key stakeholders within the business

Key Requirements

• Three to four years experience as a PA/ office manager (essential)
• Experience within a start up/ high growth company
• Intermediate skills using all Google Suite applications, Slack, ClickUp and Gorgias (preferred)

Make your mark on a team that values expertise and celebrates your success. Apply now!

Application Process:

If you're interested in joining our talented team at Alana Maria Jewellery, please send your resume and a brief cover letter to careers@alanamariajewellery.com with the subject line "PA/OFFICE MANAGER".

We appreciate your interest in our company, but please note that only shortlisted candidates will be contacted for further consideration.

Join our team as our Buyer Assistant!

As a leader in everyday luxury, Alana Maria Jewellery creates high-quality, handcrafted jewellery using premium materials like 14k gold-filled, solid gold, 925 sterling silver, and authentic freshwater pearls. Our pieces are designed to celebrate life’s special moments while adding a touch of luxury to the everyday.

Overview

We are hiring a Parttime buyer assistant. The Buyer Assistant supports the Buyer here at Alana Maria in all aspects of procurement. This role involves assisting with purchasing, market research, quality control, inventory management, and cross-functional collaboration to ensure smooth operations and alignment with the company’s goals.

Key Responsibilities

Procurement and Supplier Relations

• Assist in purchasing jewellery, packaging materials, equipment, and other assets as per company needs.
• Support the sourcing of high-quality jewellery that align with the brand and customer preferences.
• Help negotiate favourable terms, discounts, and payment arrangements with suppliers.
• Build and maintain strong relationships with current and potential suppliers.
• Ensure compliance with procurement budgets and assist in prioritising purchases based on business needs.

Market Research and Trend Analysis

• Conduct research on market trends, customer preferences, and competitor activities under the Buyer’s guidance.
• Provide insights to aid product selection and procurement strategies.

Quality Assurance

• Collaborate with suppliers to ensure all products meet quality standards and company expectations.
• Verify physical inventory upon arrival to ensure alignment with purchase orders.
• Assist in addressing and resolving quality issues, implementing corrective measures as needed.

Inventory and Stock Management

• Monitor stock levels and anticipate purchasing needs to prevent shortages or overstocking.
• Support forecasting efforts during periods of heightened demand.
• Communicate with relevant teams about restocking timelines and potential delays.
• Assist with stocktakes and maintain accurate inventory records.

Shipping and Logistics

• Assist in sourcing cost-effective shipping and customs solutions for incoming stock.
• Stay informed on international shipping regulations and help streamline customs clearance processes.
• Coordinate the dispatch of stock to offshore production teams and track production timelines.

Collaboration for Ranges and Collections

• Work with the Buyer, Operations Manager/Designer to source and procure stock for upcoming ranges and collections.
• Participate in the strategic planning process to align stock purchases with company goals and critical path.

Customer Order Support

• Proactively manage delayed stock for online orders and collaborate with Customer Service and Dispatch to resolve issues promptly.

Cross-Functional Communication

• Maintain strong communication with key teams, including Design, Production, Retail, Marketing, Customer Service and Dispatch.
• Provide regular updates on stock availability, potential issues, and purchasing activities.
• Collaborate with external jewellers for product alterations as needed.

Administrative and Reporting

• Maintain accurate records of purchasing transactions, contracts, and communications with suppliers.
• Support the maintenance and updating of product spreadsheets to ensure the most recent product information, pricing, and other details are accurately reflected.
• Generate and analyse reports on purchasing activities and supplier performance.
• Ensure accurate product cost pricing in Shopify.
• Uphold the cleanliness and organisation of the workspace.
• Open and close the workshop or office, including activating security protocols if needed.
• Support onboarding and training of new team members in the buying department.
• Perform other duties within the scope of the role as required.

Key skills /attributes

• Attention to detail - strong organisational skills and a high level of accuracy in managing purchasing and inventory data
• Proactive, takes initiative - desire to learn and excel in the role, asks questions, able to work autonomously 
• Problem solving - critical thinking skills, proactive approach to resolving quality, inventory, and supplier issues
• Communication and collaboration - team player, shares ideas, helpful. Demonstrates effective communication with suppliers and internal teams
• Process oriented - ability to remain focused during detail-oriented tasks and processes. Ability to be flexible and maintain accuracy during task-switching
• Technical Proficiency – Proficient in Google Sheets,, and e-commerce platforms like Shopify or similar.
• Passion for the industry - genuine interest in jewellery and design

Preferred but not essential

• Buying Experience – Previous experience working in a buying and accounting role.
• Quality assurance - experience in ensuring product quality through inspections, addressing discrepancies, and working with suppliers to resolve issues
• Technical proficiency - experience with inventory management tools, spreadsheets, and e-commerce platforms like Shopify or similar
• Analytical skill - ability to interpret market trends and data to inform procurement decisions
• Negotiation skills - ability to negotiate favorable terms and build strong supplier relationships, otherwise willingness to learn

Please note this role is Parttime, 3 days a week - Monday, Wednesday & Friday (Preferred).

Make your mark on a team that values expertise and celebrates your success. Apply now!

Application Process:

If you're interested in joining our talented team at Alana Maria Jewellery, please send your resume and a brief cover letter to careers@alanamariajewellery.com with the subject line "BUYER ASSISTANT".

We appreciate your interest in our company, but please note that only shortlisted candidates will be contacted for further consideration.