Administrative Assistant

Administrative Assistant

At Forms+Surfaces, we bring together innovative and skilled craftspeople to create breakthrough design solutions that enhance the way people live and work around the world. As the Administrative Assistant and part of our Pittsburgh team, your career will put you on the front line of our activities. You'll find the products we make indoors, outdoors, and everywhere in between: from office buildings and airports, and restaurants and hotels, to universities, healthcare facilities, and parks and city centers. It's an exciting and fast-moving place to work. Forms+Surfaces is seeking a highly organized and detail-oriented Administrative Assistant to manage front desk operations while supporting marketing coordination, lead management, and client experience. For a driven individual seeking to establish and grow their career within a dynamic and innovative company, this role is a fantastic opportunity.

Reception & Office Operations

• Serve as the first point of contact by professionally answering and directing incoming phone calls.
• Welcome and assist visitors, ensuring a positive and professional guest experience, including managing visitor sign-in and notifying employees of guest arrivals.
• Oversee and distribute incoming mail and correspondence; coordinate outgoing FedEx shipments.
• Maintain front desk operations, conference rooms, office supplies, and shared equipment to support a well-organized and efficient workplace.

Client Coordination & Meeting Support

• Coordinate client visits and sales meetings, ensuring all arrangements are in place to provide a seamless and professional experience.
• Prepare conference rooms in advance of meetings, including refreshments, materials, and overall presentation.
• Coordinate catering, reservations, and hotel accommodations as needed.
• Maintain records of preferred vendors, restaurants, and guest preferences to enhance the overall client experience.

Marketing & Administrative Support

• Respond promptly and professionally to incoming marketing inquiries, including calls, emails, and other lead sources.
• Qualify, assign, and route leads using established criteria, ensuring accurate entry, categorization, and tracking within CRM systems.
• Maintain CRM data quality by correcting duplicate, incomplete, outdated, or inconsistent records.
• Manage routing protocols, email signatures, business card ordering, and other marketing support systems.
• Track and categorize department expenses, receipts, and invoices.
• Assist with project photography logistics, including scheduling, permissions, and approvals.
• Perform other duties and responsibilities as assigned.

Qualifications & Skills:

• Associate's degree or equivalent experience required.
• 2-3 years of previous experience in customer service or receptionist roles required.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Excellent verbal and written communication skills with a professional demeanor.
• Proficiency in Microsoft Office Suite; experience with CRM systems is a plus.

Physical Requirements:

• Must be able to sit for extended periods of time
• Ability to look at a computer screen for extended periods of time

This role offers valuable exposure to the architectural and design industries while providing hands-on experience in administrative operations, marketing coordination, and client engagement. If you are proactive, detail-oriented, and eager to grow within a dynamic and innovative company, we encourage you to apply!