Administration Assistant

Job Description Showroom Administrative Assistant Company: Luvindow by Doorwin Windows Inc. Location: Plano, TX Job Type: Full-Time Pay: $18.00–$28.00 per hour (Depending on Experience) About Us Luvindow by Doorwin Windows Inc. is a leading supplier of premium aluminum windows and doors, serving homeowners, contractors, architects, builders, and developers throughout the United States. We are committed to delivering exceptional products, professional service, and an outstanding customer experience from the initial consultation through project completion. We are currently seeking a friendly, organized, and customer-focused Showroom Administrative Assistant to join our Plano showroom. This position serves as an important first point of contact for customers and supports the showroom team with customer communication, scheduling, reception, documentation, and day-to-day showroom operations. Position Summary The Showroom Administrative Assistant is responsible for receiving showroom phone calls, emails, online inquiries, and customer visits; coordinating appointments; supporting on-site reception; maintaining accurate customer and project records; following up on open items; and helping ensure the showroom is organized, welcoming, and ready for customers. The role works closely with the Branch Manager, sales team, China team, and other relevant departments. Responsibilities A. Phone / Inbox Front Desk Receive and document showroom phone calls, emails, and online inquiries, capturing customer name and contact information, project type, urgency level, source channel, and other required details. Provide initial responses and route inquiries based on established guidance, including visit bookings, product inquiries, quote requests, commercial projects, and after-sales issues. When an immediate answer is not available, provide the customer with clear next steps and an estimated response timeline, and promptly share the information with the Branch Manager, sales team, or relevant department. B. Scheduling & Calendar Management Coordinate appointment information from the China team and local customers, including visit time, number of attendees, customer needs, samples or materials required, demonstrations, and reception arrangements. Maintain the showroom appointment calendar and meeting room schedule to avoid conflicts and ensure key customer time slots are available. Send visit reminders approximately 24 hours before scheduled appointments and promptly update rescheduled appointments while notifying relevant stakeholders. Handle last-minute changes and urgent scheduling issues in a timely and organized manner. C. Reception & Onsite Support Register walk-in and scheduled visitors, collect basic information, guide visitors, and help maintain an orderly and professional reception process. Prepare meeting rooms, materials, product samples, demonstration equipment, beverages, and other basic items needed for customer visits. Support the Branch Manager and showroom team with on-site reception as assigned, helping maintain an efficient and professional customer experience. Maintain the overall showroom image and customer experience, including the environment, product displays, and reception process. D. Post-Visit Documentation & Closed-Loop Follow-Up Complete post-visit records within the agreed time frame, including customer needs, key discussion points, next steps, responsible owner, and expected timing. Maintain baseline project information in project tables or tracking boards and archive materials according to company rules, including drawings, quotes, key communication notes, and on-site photos. Follow up on open items, remind responsible owners when necessary, and ensure updates and final outcomes are recorded back in the appropriate tracking system. E. Technical Coordination & Daily Checklist Conduct basic opening and closing checks, including resetting samples and materials, keeping meeting and reception areas tidy, securing sensitive documents, and completing basic safety checks. Provide basic remote support when needed, such as video walkthroughs, remote showroom demonstrations, or other simple customer support. Support other related tasks and showroom operational activities as assigned by the company. Qualifications Required High school diploma or equivalent. Strong verbal and written commun #J-18808-Ljbffr