Office Assistant

Job Description Job Description Administrative Scheduler / Office Coordinator Venice Tops & Venice Engraving Solutions Location: Venice, Florida Job Type: Full-Time Schedule: Monday–Friday, 8:00 AM–5:00 PM Venice Tops and Venice Engraving Solutions are locally owned, family-operated businesses serving Venice and the surrounding Southwest Florida area. We are looking for a dependable, organized, and personable Administrative Scheduler / Office Coordinator to help keep our office, customers, installers, fabricators, and projects organized and moving forward. This position supports two growing businesses : Venice Tops, specializing in countertop fabrication and installation, and Venice Engraving Solutions, specializing in monuments, memorials, custom engraving, plaques, and related products. We are looking for someone who enjoys staying organized, communicating with customers, managing schedules, and making sure the details don't fall through the cracks. Responsibilities The Administrative Scheduler / Office Coordinator will be responsible for: Answering and directing incoming phone calls Responding to customer emails and inquiries Scheduling countertop measurements, templates, installations, service appointments, deliveries, and engraving-related appointments Coordinating schedules between customers, installers, fabricators, templating services, suppliers, and office staff Confirming upcoming appointments with customers Maintaining and updating job schedules and calendars Tracking jobs from initial lead through completion Updating customer and project information in our office systems Creating and maintaining customer job folders Preparing and organizing paperwork for installers, fabricators, and scheduled jobs Following up with customers after installations and completed projects Helping track outstanding estimates, deposits, approvals, and scheduling needs Assisting with invoices, receipts, purchase information, and basic office accounting paperwork Communicating with stone suppliers, contractors, designers, funeral homes, cemeteries, and other business partners Assisting customers who visit the showroom Maintaining organized digital and physical files Helping with general administrative duties for both Venice Tops and Venice Engraving Solutions Communicating schedule changes quickly and professionally Helping management keep projects on schedule and customers informed What We're Looking For The ideal candidate is: Extremely organized and detail-oriented Comfortable managing multiple schedules and projects at the same time Dependable and punctual Professional and friendly on the phone Comfortable speaking with homeowners, contractors, vendors, installers, and other businesses Able to stay calm when schedules change or unexpected issues arise Able to prioritize tasks without constant supervision Comfortable learning new software and office systems Strong with written communication, spelling, and basic business correspondence Able to follow established procedures while also recognizing when something needs management's attention Customer-service focused A team player who is willing to help wherever needed Preferred Experience Experience in any of the following is helpful but not required: Administrative assisting Scheduling or dispatching Construction or home improvement Countertop, cabinet, flooring, or remodeling industries Monument, cemetery, funeral home, or engraving industries Customer service Trello or similar project-management software Google Calendar, email, and general computer applications We are willing to train the right person who has strong organizational skills, a positive attitude, and a willingness to learn. This Position May Be a Great Fit If You: Enjoy creating order out of a busy schedule, like working with customers, are comfortable juggling multiple projects, and take satisfaction in making sure jobs are properly scheduled, documented, and completed. Because our businesses involve custom projects, attention to detail is extremely important . Measurements, materials, customer selections, installation dates, monument information, names, dates, and project specifications must be documented accurately. Venice Tops & Venice Engraving Solutions Venice, Florida Job Type: Full-Time Schedule: Monday–Friday, 8:00 AM–5:00 PM Work Location: In Person Company Description Venice Tops is a family-owned countertop fabrication and installation company specializing in granite, quartz, marble, quartzite, porcelain, and other premium surfaces. Venice Engraving Solutions provides custom engraving, monuments, headstones, memorials, plaques, engraved stone, and other personalized products designed to help families and organizations create lasting tributes. We take pride in craftsmanship, personal service, and treating our customers like people—not numbers. Company Description Venice Tops is a family-owned countertop fabrication and installation company specializing in granite, quartz, marble, quartzite, porcelain, and other premium surfaces.Venice Engraving Solutions provides custom engraving, monuments, headstones, memorials, plaques, engraved stone, and other personalized products designed to help families and organizations create lasting tributes.We take pride in craftsmanship, personal service, and treating our customers like people—not numbers. #J-18808-Ljbffr