.png)
Job Purpose
The Admin Assistant will be an active member of the Operations Team and will report directly to the Operations Manager. The Admin Assistant will assist with various operations tasks at Mountain View Window & Door (MVWD), ensuring that processes are as effective and efficient as possible and that the office is well organized. The Admin Assistant will provide general assistance to various teams through tasks related to organization, communication, and daily operations, including filing, scanning, copying, data entry, and support with errands when instructed.
The ideal candidate will be a hard-working professional able to prioritize various office tasks and work diligently, will have a high degree of attention to detail and discretion.
Duties and Responsibilities
· Perform receptionist duties . Ensure that front reception area and all meeting spaces are maintained, stocked with appropriate supplies, and presentable for guests. Provide general support to visitors.
· Maintain office organization, assist in ways that optimize procedures.
· Assist with opening and closing procedures.
· Assist with updating calendars and assist personnel with meeting scheduling, meeting setup and cleanup as needed.
· Provide support to the Operations Manager for customer and payment tracking, including organization of invoices, receipts, PO receivers, authorization forms, and any other documentation related to customer orders and projects.
· Carry out various administrative duties such as filing, typing, copying, binding, scanning, follow-up calls, etc.
· Support with oversite of office supplies inventory, assist with office supplies purchasing as requested.
· Assist with literature organization and ordering literature for various products/manufacturer.
· Attend team and organizational meetings, activities and events as required. Assist with meeting and event coordination as needed.
· Collaborate with staff and perform job duties to advance the company’s vision and mission.
· Resolve office-related malfunctions and respond to requests or issues that arise.
· Demonstrate the ability to work independently and within a team, seek guidance as appropriate.
· Comply with all company policies and procedures.
Qualifications
· Proven administrative or assistant experience
· General knowledge of office systems and procedures
· Excellent time management skills and ability to multi-task and prioritize
· Attention to detail and problem-solving skills
· Excellent written and verbal communication skills
· Strong organizational and planning skills
· Proficient in Microsoft Office Suite
· Experience with CRMs is a plus
· High school diploma or equivalent
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit, stand and walk, as well as bend, squat, and climb stairs. The employee must occasionally lift and/or move up to 25 pounds, more if assisting with larger truck deliveries. Ability to sit for up to 8-hours a day performing administrative duties and data entry.
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Generally normal office conditions. The noise level in the work environment can range from quiet to moderate noise.
