Position Summary:
We are seeking an organized, detail-oriented, and proactive Receptionist/Office Assistant to join our team. This multifaceted role requires you to be the first point of contact for customers and vendors, manage appointments, provide clerical support, and handle vehicle-related tasks such as registration, inspections, and maintenance scheduling. The ideal candidate will be professional, efficient, and comfortable managing a variety of responsibilities in a fast-paced environment.
Key Responsibilities:
Front Desk & Customer Service
- Greet and welcome customers and vendors in a courteous and professional manner.
- Answer phones, take messages, direct calls, and provide general information.
- Handle customer and vendor inquiries, both in person and via email/phone, with a high level of professionalism and service.
- Maintain organization and cleanliness of the front office area and crew room.
- Manage incoming and outgoing mail, packages, and deliveries.
- Oversee office equipment and scheduling support when needed.
Scheduling & Administrative Support
- Schedule, confirm, and adjust appointments efficiently using Google Calendar and Company Software – includes estimate appointments, customer projects and interviews.
- Coordinate schedules for multiple team members and ensure there are no conflicts or overlaps.
- Notify customers, staff, and management of scheduling changes, cancellations, or updates.
- Process cancellations, reschedules, and follow-up appointment reminders.
- Maintain a filing system for appointment and customer information relating to schedule.
Clerical & Office Support
- Set up estimates in appropriate software and prepare office folders for new estimates.
- Perform general office duties such as data entry, filing, scanning, and copying.
- Organize and maintain office supplies and assist with inventory tracking.
- Organize and maintain crew inventory.
- Verify and put away incoming paint orders.
- Prepare marketing materials, including sales brochures.
- Sends Customer Thank You Cards when project is completed.
- Maintain and update client records and databases, ensuring information is accurate and up to date.
- Maintains New Hire Packets.
- Support sales staff, project manager, and office staff, as directed.
Vehicle Management
- Oversee the scheduling of routine vehicle maintenance, including oil changes, tire rotations, and inspections.
- Track and manage vehicle registration renewals, inspections, and necessary paperwork for fleet or company vehicles.
Communication & Coordination
- Liaise with internal team, customers and vendors to ensure clear communication and smooth workflow.
- Ensure all communications are logged, tracked, and followed up on as needed.
- Provide backup support for other administrative roles in the office when needed.
Qualifications:
- High school diploma or equivalent required; associate degree or administrative certification preferred.
- Minimum 1–2 years of experience in a receptionist, clerical, or administrative support role desirable.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Google, and/or scheduling software.
- Strong organizational skills with the ability to prioritize and manage multiple tasks.
- Excellent verbal and written communication skills.
- Attention to detail and accuracy in all tasks.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Professional appearance and demeanor.
Compensation & Benefits:
- Competitive pay based on experience.
- Vision, Dental, LTD, STD and Life Insurance (no health insurance)
- Supplemental Accidental Health and Critical Care Insurance is available through payroll deductions.
- Paid Time Off and Holiday Pay
- Opportunities for professional development and career growth.
- Simple IRA with 3% Company match
How to Apply:
Please submit your resume and a brief cover letter outlining your relevant experience to [email protected].
Pay: $20.00 - $21.00 per hour
Benefits:
- Dental insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
