Overview
The Office Assistant is the first impression of DBC for customers, future customers and employees and the person who keeps the building, the vendors, and the paperwork running behind it. This role owns the front desk, the office space, company events, and HR tasks including onboarding and records.
Who Thrives in This Role
- Ownership and tenacity. You fix what’s off instead of reporting it, and stay with a task until it’s finished.
- Attention to detail. You have an eye for the small details and catch small errors before anyone sees them.
- Project management and prioritization. You carry work start to finish without reminders, and you know what comes first and what can wait five minutes.
- Process person. You follow the SOP the same way every time and update them or write one when changes or doesn’t exist.
- Maturity and discretion. You exemplify the values, stay steady under pressure, and handle personnel files, medical records, and pay information with discretion without exception.
- Energy for people. You genuinely enjoy people, and solving someone’s problem or lending a hand is the best part of your day.
- Team player with a willing nature. You back up whoever needs it, and your default answer is “yes.”
Success Determined By
- Responds quickly to all calls (<2 rings), texts, web inquiries, and emails - resolving directly or routing appropriately.
- Preconstruction and Annual Service appointments scheduled and logged in the CRM with 90% accuracy.
- 100% of new hire applicants screened, passed along to the appropriate hiring manager, and followed through to hire or rejection.
- 100% of new hire onboarding paperwork complete, compliant, and filed before the first day.
- Labor law postings, E-Verify, and DOT medical records current at all times, with no compliance gaps.
- Office and showroom guest-ready at all times; supplies stocked, office budget not exceeded, vendor issues resolved before they reach leadership.
Key Responsibilities
Front Desk & Customer Service
- Welcome guests, answer and route calls, and serve as a primary customer touchpoint from pre-construction through project completion.
- Back up the Appointment Center on setting initial project appointments; schedule and coordinate pre-construction and service appointments with clients and internal teams.
- Communicate changes and confirmations to clients and staff; walk customers through the in-house showroom.
Office, Vendors & Purchasing
- Coordinate all office vendors and services
- Keep the lobby, reception, showroom, and shared spaces clean, organized, and guest-ready; sort and distribute mail and packages.
- Order and maintain office supplies, janitorial supplies, pantry items, and branded apparel within the office budget.
Events & Company Culture
- Own the Event Planning SOP for the Christmas party, company picnic, and spring and fall events, with planning support from our event planner.
- Own the Company Meetings SOP for all-company and off-site meetings.
- Decorate the office at Christmas, maintain spring flowers, and coordinate employee gifts.
Systems & Communications
- Manage phone system settings, including the voicemail SOP for holidays and special events, call groups, and subscription information.
- Build, maintain, and assign DocuSign templates.
- Monitor and route general email inboxes; support filing, scanning, and data entry.
Human Resources & Compliance
- Own the new employee Onboarding SOP and keep all onboarding paperwork current and compliant.
- Serve as point of contact for Occupational Health drug screen results, DOT exam medical cards, and the employee assistance program; schedule DOT medical exams and maintain records.
- Onboard co-op students and coordinate hiring upon graduation when applicable.
- Post and maintain job descriptions on Indeed and other hiring platforms and hold pre-screening interviews and coordinate interviews with hiring manager.
- Maintain compliance with federal and state labor laws, including poster and E-Verify updates.
Team Support
- Assist with preparation, setup, and logistics for DBC home shows, and collaborate with other teams to improve workflow.
- Participate in ongoing training and stay current on new processes, scripts, and position standards.
Qualifications
- 2+ years in reception, office administration, call center, appointment scheduling, or sales support required.
- HR assistance, onboarding, or employment compliance experience strongly preferred.
- CRM software and Microsoft Office required; DocuSign preferred.
- Proven ability to handle confidential employee and customer information with complete discretion.
- Strong interpersonal communication, professional demeanor, and the ability to multitask in a busy environment.
- Reliable, organized, and able to work independently and as part of a team.
Physical Requirements
Must be able to read a computer screen, communicate by telephone and in person, and operate a computer and telephone efficiently. Primarily sedentary, with occasional walking, standing, and lifting up to 20 pounds.
Compensation, Hours & Benefits
- Schedule: Full-time, non-exempt. Monday - Friday, 8:00 a.m. - 5:00 p.m.
- Occasional weekend or evening hours required for events, home shows, or seasonal customer demand.
- 90-day probationary period with performance assessment. Health, dental, vision, and supplemental insurance available following the set period of employment; 401(k) eligible with employer match up to 4%.
This position does require the ability to pass a background check and drug screening. DBC is an Equal Opportunity Employer.
Pay: $18.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Experience:
- phone/reception: 2 years (Preferred)
- Microsoft Office: 1 year (Preferred)
- • HR assistance, onboarding, or employment compliance: 1 year (Required)
- reception, office assistant, appt scheduling or similar: 2 years (Preferred)
Language:
Shift availability:
Work Location: In person
