We are seeking a highly organized and proactive individual to join our team as a Front Desk / Administrative Coordinator. This position plays a key role in our daily operations by handling customer communication, coordinating scheduling, tracking jobs, managing inventory and materials, and supporting the sales and production teams. Experience in the granite and marble industry is a plus but not required.
Key Responsibilities:
- Answer and direct incoming phone calls and emails in a professional and courteous manner, Greet visitors/provide support.
- Schedule site visits, installations, and service calls for fabrication and installation crews
- Track and follow up on job templates and field measurements
- Prepare and send out customer proposals and invoices
- Assist with searching, sourcing, and purchasing stone materials and supplies
- Maintain and monitor inventory levels for slabs, remnants, and consumables
- Oversee material intake, tagging, labeling, and control in the shop/yard
- Coordinate material delivery and pickup with suppliers
- Manage sample labeling, organization, and replenishment
- Communicate with customers regarding material selections, scheduling, and updates
- Support the project team with administrative tasks and documentation as needed
Qualifications:
- Previous administrative or office experience (construction or fabrication industry preferred)
- Strong organizational and multitasking skills
- Excellent communication and customer service abilities
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Bilingual (English/Spanish) preferred but not required
- Ability to work independently and as part of a team in a fast-paced environment A minimum of 1 year of secretarial experience required. Typing and MS Office computer skills required. Bilingual preferred. English & Spanish.
- Demonstrate proficiency with Microsoft Office (Word, Excel a must).
- Ability to take initiative work, work with limited supervision and exercise independent judgment.
- Ability to work with accuracy, maintain records and follow procedures consistently.
- Work under pressure/time sensitive
- Draft correspondence. *Create proposals/Invoices, follow up with clients, *Help project managers/sale reps with projects/plans.
- Manage phone calls and correspondence (e-mail, letters, samples, packages etc.)
- Order supplies/materials. Maintain inventory. Collect/calculate timesheets.
- Ensure fabrication/materials go to jobsites on a timely manner. Print templates for fabrication and keep track.
- Warehouse Inventory / Work Orders- Schedule guys next day agenda.
- Contact vendors for price quotes. * Prepare purchase orders. *Maintain Inventory
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- Ability to handle multiple personalities and pivot on tasks as needed
- Schedule appointments.* Organize and maintain files.* Answer phones and assist callers.* Take messages.* Transfer calls.* Greet visitors/provide support.* Reply to incoming correspondence.* Send out mail with all needed information and attachments.* Complete forms in accordance with company procedures.* Make copies..* Knowledge sets include: Microsoft Excel, Microsoft Word, Receptionist, Scanners, Typing.
Job Type: Full-time
Pay: From $20.00 per hour
Benefits:
- Health insurance
- Paid time off
Work Location: In person
