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Office Assistant

2 months ago

Waukesha, United States Signs & Lines by Stretch Full time
Job DescriptionJob DescriptionSalary:

We are currently seeking a dedicated and organized Front Office Assistant to join our dynamic team this is a temporary position with the possibility of turning into a permanent position in 6 months. As a Front Office Assistant, you will play a pivotal role in ensuring the smooth day-to-day operations of our front office. Your primary responsibilities will involve providing exceptional administrative support, managing communications, and fostering positive interactions with clients and team members

.

Roles & Responsibilities:

  1. Administrative Support:
    • Execute a variety of administrative tasks, including managing phone calls, emails, and correspondence.
    • Maintain organized and efficient electronic filing systems for important documents.
    • Assist in scheduling appointments, meetings, and jobs
    • Assist the General Manager and Owner with administrative work.
    • Knowledge of Microsoft Office Suite
  2. Client Interaction:
    • Greet clients and visitors in a professional and friendly manner.
    • Address inquiries and provide accurate information or direct clients to the appropriate personnel.
    • Ensure a positive and welcoming experience for all clients.
    • Handles incoming and outgoing calls on a multi-line phone system, including answering basic inquiries, transferring calls, paging employees, taking messages, contacting customers with status updates and reminders.
    • Greets and assists customers at the front counter to check vehicles in/out, answer basic questions, and coordinate product pick up.
  3. Communication Management:
    • Manage incoming and outgoing communications, including emails, phone calls, and written correspondence.
    • Coordinate with internal teams to ensure seamless information flow.
    • Assist with UPS and USPS shipping.
  4. Office Coordination:
    • Collaborate with other team members to maintain a tidy and well-organized front office area.
    • Assist in ordering and maintaining office supplies.
    • Scans completed project paperwork for our customer database and files completed paperwork.
  5. Record Keeping:
    • Maintain and update records, databases, and contact lists.
    • Generate reports and summaries as required.

Qualifications and Education Requirements:

  • Minimum: high school diploma or equivalent
  • Desirable: Associate degree or higher
  • Minimum: one year of experience in a customer service position
  • Minimum: one year of experience in an office setting

Preferred Knowledge & Skills:

  • Desirable: knowledge of vinyl graphics
  • Desirable: knowledge of indoor/outdoor signs
  • Knowledge of Microsoft Office suite of products including Outlook, Word, Excel & Acrobat
  • Listening
  • Ability to multi-task
  • Phone skills
  • Attention to detail
  • Accurate documentation
  • Conflict resolution
  • Problem-solving

Additional Notes:

  • Lifting up to 40lbs. Required


The successful candidate for this position will contribute to the overall efficiency of our front office operations and play a crucial role in maintaining a positive and professional atmosphere for both clients and team members. If you are a detail-oriented and proactive individual with excellent organizational and communication skills, we invite you to apply for this exciting opportunity.