Position: Office Administrant/Project Coordinator

Direct Report: Tom Martin

Objective: Primary: Complete All Administrative Office/Production Support

Duties

Secondary: Aid in Client Support Duties
Essential Functions:
1 – Project Coordination

• Set up New Client File
• New Client Set-up: Contracts, CC Authorizations, etc., birthdays, anniversaries, Excel workbook update
• Preliminary drawings sent to CAD dept., Order all product for project with ETA’s,
• Projected Delivery date
• Order all parts and materials for jobs (track shipments and follow up as needed)
• Check in shipments and allocate for job#
• Coordinate with production and parts arrival to begin production
• Schedule Client Delivery Date
• Owners Packet: Manuals, Data Sheets

2 – Inventory Management

• Develop Inventory Tracking System
• Track and Order Inventory Consumables on Shop Floor

3 – Special / Urgent projects

• Copies: Projects, Campaigns, Shows & Display’s
• ‘Set up/tidy Offices
• Design and email Newsletter and All Email Campaigns
• Draft Documents i.e., Credit Card Authorization and Send Via DocuSign to Client
• Show Projects - Dates

Additional Functions:
4 – AM Ongoing during the Month

• Process Client Payments when delivery has been completed
• Check Email: answer, send documents, answer questions
• Reception Duties including, but not limited to answering the phone, directing calls, making copies, scanning and emailing documents
• New Web-Lead Process
• Open and File Business Mail
• Computer Functions - Some IT Support or Call IT Support (when needed)
• Research New Products requested by Sales for Potential Customers

5 – PM Ongoing

• Check Email
• Reception Duties (see above AM ongoing)
• Update Calendars
• Scanning documents and saving when necessary
• Production Tracking
• File Organization – Both Computer and File Cabinets
• Send Anniversary and Birthday Cards to Current Clients
• New Lead Data Entry
• Order Business Cards/Office Supplies as Needed
• Presentation Folders – Assembly
• Occasional Bank Deposits
• Post Office Runs as Needed
• Employee Timesheets Entered into QuickBooks for Bookkeeper (end of month)
• Copier Maintenance Service and order toner as needed
• Office Supply Runs (Safeway, Post Office or other when needed)
• Computer Functions - Some IT Support or Call IT Support (when needed)

Experience/Skills Required:
5+ years Receptionist/Office Experience

Skilled in Microsoft Outlook, Excel, Word

2+ years general office machine experience

Ability to prioritize projects and everyday workload

Data Entry

Navigate the Web

File alphabetically and numerically

Communicate effectively with clients via telephone and email

Communication skills – verbal and written

Organized and timely

Work in a fast-paced environment

Type 50-60 WPM or faster

Data Organization

Helpful if you have skills for:

Ability to navigate Windows 10 platform

Dropbox and various other computer applications

Project management experience a plus

I HAVE READ AND UNDERSTOOD THIS JOB DESCRIPTION.

__________________________________________ ________________

Signature Date

Job Type: Part-time

Pay: $17.00 - $22.00 per hour

Benefits:

• Flexible schedule

Schedule:

• Day shift
• Monday to Friday
• No nights
• No weekends

COVID-19 considerations:
We practice social distancing of 6 feet and regularly clean common surfaces.

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 2 years (Preferred)
• Administrative Experience: 2 years (Preferred)

Work Location: One location

Please Note :
blog.nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, blog.nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.