Administrative Assistant

1 month ago

Houston, United States Copy Doctor Full time
Job DescriptionJob Description

Copy Doctor is looking an Administrative Assistant responsible for ensuring efficient operations through comprehensive support in collections, record keeping, purchasing, and project management. This role requires a high level of organization, attention to detail, and the ability to manage multiple tasks simultaneously.

We are looking for a cheerful individual who can bring a positive attitude to our team.

Key Responsibilities:

1. Administrative Support:

- Answer and direct phone calls, emails, and in-person inquiries.

- Manage the print shop’s calendar, including scheduling appointments and meetings.

- Maintain and update filing systems, both electronic and physical.

2. Collections:

- Manage accounts receivable, ensuring timely collection of payments from clients.

- Send out invoices and follow up on overdue accounts.

- Work with clients to resolve billing issues and negotiate payment terms as needed.

- Maintain accurate records of all transactions and collections activities.

3. Record Keeping:

- Enter and update customer information.

- Maintain comprehensive records of all orders, payments, and correspondence.

- Prepare and maintain reports on sales, inventory, financial transactions, and other relevant metrics.

- Ensure accuracy and completeness of all records and documentation.

4. Purchasing and Inventory Management:

- Monitor and order office and print supplies to maintain adequate stock levels.

- Liaise with suppliers to ensure timely delivery of materials and negotiate favorable terms.

- Keep inventory records, manage stock levels effectively, and conduct regular inventory audits.

- Compare and evaluate offers from suppliers to ensure cost-effectiveness and quality.

5. Project Management:

- Work closely with the production team to ensure timely and accurate completion of print jobs.

- Communicate with clients to confirm order specifications, timelines, and delivery schedules.

- Track the status of ongoing projects and provide regular updates to clients and management.

- Identify and resolve any issues that may arise during the project lifecycle.

6. Customer Service:

- Greet clients and visitors, providing them with information and assistance as needed.

- Process orders and handle customer inquiries and complaints in a professional manner.

- Build and maintain positive relationships with clients to encourage repeat business.

7. Financial Tasks:

- Process invoices, payments, and receipts.

- Assist with budgeting and financial reporting as required.

- Handle petty cash and reconcile accounts.

8. General Office Duties:

- Ensure the print shop is clean, organized, and well-maintained.

- Assist with marketing and promotional activities.

- Perform other duties as assigned by management.

Qualifications:

- High school diploma or equivalent; additional qualifications as an Administrative Assistant or in accounting will be a plus.

- Proven experience as an administrative assistant or in a similar role.

- Proficiency in MS Office (Word, Excel, Outlook) and familiarity with office equipment.

- Strong organizational and time-management skills.

- Excellent written and verbal communication skills.

- Ability to work independently and as part of a team.

- Attention to detail and problem-solving skills.

Preferred Qualifications:

- Experience in a print shop or related industry.

- Knowledge of print production processes and terminology.

- Basic graphic design skills or familiarity with design software (e.g., Adobe Creative Suite).

Working Conditions:

- Full-time position, typically Monday to Friday.

- May require occasional overtime during peak periods.

- Work is performed in an office and print shop environment.

Physical Requirements:

- Ability to lift and carry materials and supplies up to 25 pounds.

- Prolonged periods of sitting or standing may be required.


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