Administrative Assistant

As the Administrative Assistant, you are the first point of contact for clients and the operational “glue” that keeps the business moving. You’ll provide clear communication, effective follow-up, and organized workflows from inquiry to completion.

This is a hands-on, cross-functional role where priorities may shift based on business needs. This role is ideal for someone who loves helping people, thrives on detail, and keeps multi-step processes running smoothly.

Responsibilities

• Answer incoming calls/emails, direct inquiries appropriately, take messages, and act as a gatekeeper.
• Manage multiple inboxes and maintain accurate spreadsheets; send order updates to clients.
• Send contracts for signing, prepare labels and packages, post BOLs, and support office operations.
• Manage HubSpot lead records, ensuring information is complete, organized, and ready for sales follow-up.
• Become a knowledgeable product expert and answer client questions live on the phone.
• Capture client specification forms, catch contradictions, and prepare clean summaries.
• Obtain quotes and purchase needed materials from vendors; track fulfillment and backorders.
• Resolve delivery or damage issues with vendors and communicate updates to warehouse staff.
• Prevent activities from slipping through the cracks and communicate operational inefficiencies to the manager.
• Coordinate Lunch & Learn scheduling, catering, related logistics, and meeting moderation.
• Support lead-generation efforts through outreach to past clients and prospective firms.
• Take initiative and be willing to step outside of your primary responsibilities when needed.
• Follow through and tie up loose ends without needing to be reminded.

What Success Looks Like

• Communicate clearly and concisely.
• Work with exceptional independence, ownership, and adaptability.
• Focus on the simplicity of the solution, not the complexity of the problem.
• Be truthful, humble, accountable, respectful, and drama-free.
• Operate in the spirit of contribution to the team.
• Consider context, foresight, and a win-win mentality when making decisions.

Requirements

• Strong phone presence; comfortable communicating with homeowners, builders, and architects.
• Administrative or client-facing experience with an emphasis on accuracy, documentation, and follow-through.
• Proficient in Google Workspace and spreadsheets; highly organized and self-directed.
• Must be comfortable in a factory environment (dust, noise, machinery)

Compensation & Schedule

• Paid holidays
• Monday - Friday, 7:30 AM - 3:30 PM | lunch at 11:00 AM
• Fully on-site position; all working hours must be completed on-site
• Brief afternoon appointments may be accommodated with advance coordination
• Unpaid time off may be requested as needed
• Limited and occasional morning overtime may be required during high-volume periods
• Biweekly pay
• Smart casual attire (closed-toe shoes required; jeans acceptable.

Job Type: Full-time

Pay: $24.00 - $26.00 per hour

Benefits:

• Flexible schedule

Application Question(s):

• Are you currently working?
• How long have you been looking for work?
• Why are you leaving your current or most recent job?
• How long were you at your last job?
• What hourly rate are you seeking?
• This position does not include health insurance or retirement plans. We allocate that budget toward a higher hourly rate instead. Are you still interested in continuing?
• When are you available to start?

Work Location: In person