Administrative Assistant

Administrative Assistant

We are seeking a highly organized, detail-oriented Administrative Assistant to support our growing business. This position is ideal for someone who enjoys working in a fast-paced environment, managing multiple priorities, and ensuring projects run smoothly from order entry through production and delivery.

This role offers a clear growth path into a Project Management Assistant position, providing opportunities to gain experience in project coordination, scheduling, purchasing, and client communication within the custom furniture industry.

Key Responsibilities:

• Answer and manage multi-line phone systems professionally and efficiently.
• Serve as the first point of contact for customers, vendors, and internal team members.
• Process and maintain customer orders, ensuring all information is accurate and complete.
• Review order details, specifications, measurements, and material requirements for accuracy.
• Coordinate with production, purchasing, and sales teams to track project progress.
• Assist with scheduling deliveries, installations, and customer appointments.
• Maintain organized digital and physical filing systems.
• Track material orders and communicate with vendors regarding pricing, availability, and delivery timelines.
• Prepare reports, spreadsheets, and project-related documentation.
• Monitor project deadlines and follow up on outstanding items.
• Support project managers with administrative and coordination tasks as needed.
• Perform general office duties including data entry, email management, and document preparation.

Qualifications:

• Minimum 2 years of administrative, office coordinator, customer service, or related experience.
• Experience handling multi-line phone systems required.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects and priorities simultaneously.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Comfortable learning new software and systems.
• Ability to work independently while collaborating with a team.
• Experience in construction, manufacturing, cabinetry, furniture, or project-based industries is a plus.

Desired Traits:

• Highly detail-oriented and process-driven.
• Strong problem-solving and follow-up skills.
• Dependable, professional, and customer-focused.
• Eager to learn project coordination and grow within the company.
• Ability to spot errors, inconsistencies, and missing information before they impact production.