Administrative Assistant / Receptionist

Job Description

Job Description

Administrative Assistant / Shop Receptionist

Job Type: Full-Time | Monday–Friday

Pay: $18–$20/hr (based on experience)

Location: Madison Graphics – Sun Prairie, WI (on-site)

Reports To: Operations Manager / Account Manager

Start Date: ASAP

About Madison Graphics

Madison Graphics is a 3M-certified vehicle wrap and window tint shop based in Sun Prairie, WI, operating since 2012. We work with commercial fleets, small businesses, and individual vehicle owners to deliver high-quality wraps, tint, and graphics. We also operate The Tint Factory sub-brand and produce the YouTube series Wrap Shop Reality. We're a tight-knit, fast-paced team that takes pride in our craft and our customer experience.

Role Overview

We're looking for a sharp, organized, and personable Admin/Receptionist to be the operational glue of our shop. This is a true 50/50 role — you'll be the face of MSN Graphics when customers walk in or call, and also the engine behind scheduling, quoting, invoicing, and keeping our Monday.com CRM running smoothly. If you love variety, thrive in a hands-on environment, and aren't afraid to jump in wherever needed, this job is for you.

Day-to-Day Responsibilities

Front Desk & Customer Interaction

• Answer incoming phone calls, texts, and emails promptly and professionally

• Greet walk-in customers and provide an exceptional first impression

• Qualify new leads — understand what the customer needs, collect vehicle info, timeline, and budget

• Give customers accurate status updates on their jobs

• Handle customer pick-ups and drop-offs, ensuring a smooth handoff process

• Resolve minor customer concerns or escalate to the owner when needed

Estimates & Quoting

• Prepare window tint quotes using shop pricing guides

• Follow up on open tint quotes via phone, email, or text

• Log all quote activity in Monday.com CRM

• Direct wrap and graphics quote requests to the account manager

Job Scheduling & Workflow

• Schedule tint jobs on the shop calendar based on installer capacity

• Confirm tint appointments with customers 24 hours in advance

• Confirm wrap appointments with customers 7 days in advance

• Update job status in Monday.com as work progresses throughout the day

• Flag scheduling conflicts or material shortages early

Vehicle Check-In & Documentation

• Greet customers at drop-off and walk around the vehicle to document pre-existing damage

• Photograph vehicles at check-in and attach photos to the job file

• Have customers review and sign a condition report before leaving their vehicle

• Ensure all check-in documentation is filed accurately in the job record

Invoicing & Payments

• Generate invoices upon job completion using shop invoicing tools

• Collect payments (card, cash, check) and ensure receipts are issued

• Track outstanding invoices and follow up on overdue accounts

• Maintain accurate records of all transactions

General Admin & Office

• Assist with social media posting on an as-needed basis (not a primary responsibility)

• Request Google reviews from satisfied customers at job completion

• Monitor and respond to Google and Facebook reviews on behalf of the shop

• Maintain organized filing of certificates of insurance, vendor documents, and compliance records

• Ensure every job file is complete before close-out — design files, customer approvals, sign-offs, and photos all attached and accounted for

• Maintain clean, organized front office and customer-facing areas

• Keep files, records, and digital documents organized and up to date

• Assist with data entry, filing, and administrative projects as needed

• Support the owner with special tasks and operational improvements

• Other duties may be assigned as needed

Tools & Systems You’ll Use

• Monday.com — CRM, job tracking, lead management (training provided)

• Gmail / Google Workspace — email, calendar, Drive

• Fillout or similar form tools — customer intake forms

• QuickBooks Online — invoicing and payment tracking

• Microsoft Office or Google Docs/Sheets for documents and spreadsheets

Qualifications

Required

• Strong communication skills — phone, email, and in-person

• Highly organized with the ability to manage multiple tasks and priorities

• Comfortable with technology — CRM tools, Google Workspace, social media

• Professional, friendly demeanor with a customer-first attitude

• Ability to learn industry-specific products and services quickly

• Reliable, punctual, and self-motivated

Preferred (Not Required)

• 2+ years of administrative, receptionist, or office management experience

• Experience in automotive, signage, print, or a trade shop environment

• Familiarity with Monday.com or similar project management/CRM tools

• Experience with QuickBooks Online or similar invoicing/accounting software

• Experience with basic bookkeeping or invoicing

What We Offer

• Competitive hourly pay: $18–$22/hr based on experience

• Full-time, stable M–F schedule

• 7 paid holidays per year

• 2 weeks PTO (accrued after 6 months of employment)

• Health insurance

• Matching SIMPLE IRA

• Hands-on work environment where your contributions directly impact the business

• A small, close-knit team that genuinely values your contribution

• Opportunity to grow within the company as we expand

• Employee discounts on wrap and tint services

Work Environment

This is an on-site position at our Sun Prairie shop. You’ll work in a front office/reception setting adjacent to an active production shop. It’s a dynamic, physical environment — expect some noise and shop activity. The role is largely desk/phone-based but you’ll occasionally walk the shop floor to check on jobs, greet customers at their vehicles, or assist with receiving materials.

We work hard, we take pride in what we build, and we have a good time doing it. If that sounds like your kind of place, we’d love to hear from you.