Office Administrator
2 weeks ago
Office Administrator
Are you a seasoned office administrator with a knack for keeping everything running smoothly? If so, Vivid Sign and Design would like to meet with you We are seeking a full-time Office Administrator to join our team This position will be responsible for providing support to the team and play a vital role in ensuring the smooth operation of our graphics and sign production shop as well as our eCommerce Wallpaper site. We are a small company, so everyone wears a lot of hats as needed The position is in-house and not remote based. We are a fast-growing company that has great pride for the incredible work we accomplish every day. We strongly believe in bringing in the right people to help us achieve our goals and success. Be part of this success with a great career that is enjoyable, prideful, and surrounded with color and vitality
Responsibilities
Manage front desk duties, including answering phones and professionally greeting customers
Provide support to Design Team, Production Team, Controller and Owner as needed
Utilizing QuickBooks, prepare and submit client invoices and follow up on outstanding payments as needed.
Manage purchase orders, estimates, invoices and utilization of a few client specific web-based payment systems (training provided).
Assist with payroll processing
Maintain confidentiality and security of financial information in accordance with company policies and regulatory requirements.
Collaborate with team members to identify opportunities for process improvements and implement best practices to enhance efficiency and effectiveness, including utilization of QuickBooks features.
Maintain office files, records and databases in an organized manner
Partner with the design team and production team to ensure operations run smooth including running bi-weekly meeting regarding ongoing jobs
Scheduling of sub-contractors
Organize packing slips and invoices for incoming orders
Order parts/supplies
Provide customer service support as needed
Office organization (ordering supplies, maintaining office equipment, keeping everything stocked and organized)
Running errands when needed
Serve as Lead our new wallpaper/mural e-Commerce site which involves ensuring the site runs smoothly, updating content, processing orders, following up on inquires and performing customer service.
Required Skills/Abilities
Proficient with QuickBooks Online
Excellent verbal and written communication skills.
Ability to be flexible and adaptable
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to prioritize tasks and meet deadlines.
Excellent problem-solving skills and ability to think critically and creatively.
Ability to multi-task and function well in a high-paced environment.
Knowledge of office administration, clerical procedures, and record keeping systems.
Computer proficiency is required. Competence with Adobe Acrobat, Microsoft Office Suite, especially Excel, Word and Google Docs
Ability to learn a few web-based payment systems used by our larger corporate clients
Frequently communicate with colleagues and our customers. Must be able to exchange accurate information
Team-oriented approach, service focus, and the ability to think outside of the box with a sense of urgency
Highly motivated attitude & friendly personality
Ability to work independently as well as part of a team
The ideal candidate will have at least 2-3 years of administrative experience
Self-starter
Salary commensurate with experience.
Benefits:
Flexible schedule
Paid training
Paid Holidays
Medical
401K
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