Administrative Assistant

Visibility Signs & Graphics•Provo, UT

About The Position

Responsive recruiter Benefits: 401(k) 401(k) matching Company parties Competitive salary Opportunity for advancement Paid time off Training & development Benefits/Perks This position offers advancement opportunities. This is an hourly wage position. Base wage is $15-$18 per hour and is based on experience. Paid Time Off (PTO) will be provided. One (1) week of PTO will be provided per annum and will increase based on years of service. The company offers eight (8) paid holidays. Cellphone and mileage reimbursements are offered based on usage. Eligible for Company Retirement Plan per company policy Job Summary Administrative Assistant to Leadership, HR, IT, PM, Production, and Installation teams providing excellent support and customer service daily. Is the central communications hub for the company, maintaining interconnectedness of teams and customers. Is obsessed with attention to detail and quality, proactive problem solving, and ensuring the "invisible workload" of small, unlisted tasks that keep an office running are completed timely and efficiently while becoming the go-to for in-person support. The Administrative Assistant is an expert at organization and calendar control, and demonstrates impeccable confidentiality and discretion while supporting HR, AR/AP, and Payroll.

Requirements

Possess High School Diploma or equivalent
Possess valid Drivers License
Minimum of three years experience in an office or customer service position
Excellent communication skills in fluent English, including the ability to present and speak in public
Ability to exercise integrity at the moment of choice
Ability to think and reason strategically
Comprehensive computer skills including software (Windows, Office, QBO database experience), hardware, programs, and applications

Responsibilities

The administrative assistant is responsible for the efficiency and effectiveness of general office processes.
This involves coordination among departments to ensure that service and quality objectives are fulfilled.
He/she helps to manage the customer’s experience with the company and its employees.
Other duties may be assigned.
A responsibility is an area you oversee and administrate. This frequently involves setting up a system to see that the responsibility is fulfilled.
Answers the phones and services customers accordingly or directs the call to the appropriate party.
Supports scanning, printing & filing needs
Responsible for general office filing on an as-needed basis.
Responsible for computer system back up system.
Analyzes and organizes office operations and procedures, such as information management, in conjunction with production manger, sales manager, bookkeeper, and owner.
Responsible for maintaining administrative portion of company CRM for tracking customer, supplier, subcontractor, and vendor activity.
Researches and develops resources/systems that create timely and efficient workflows.
Establishes uniform correspondence procedures and style practices in conjunction with team.
Procures office & project supplies within budget guidelines.
Implement & follow purchase order procedures.
Ensures timely incoming and outgoing mail flow.
Fulfills errands for office on an as-needed basis.
Audits and communicates complaints with management/ownership.
Recommends to Owner / General Manager service improvements and other procedures to prevent future complaints of similar nature.
Responsible for general office maintenance, making sure shipments get delegated out of front office.
Responsible for regular AR and delegating Past Due collection calls to appropriate salesperson.