Receptionist/Office Assistant

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 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
• 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: $19.00 - $20.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person