Admin Assistant in Simi Valley, California at VISIBLE GRAPHICS INC

Job Summary:
The Administrative Assistant plays a key role in supporting management, employees, and visitors by managing office tasks, offering courteous and professional assistance via phone, mail, and email, and fostering a positive and welcoming atmosphere in the workplace.

Responsibilities:

Project Related Functions

• Order materials for Signage
• Create Purchase Orders
• Prepare weekly vendor invoices
• Create and maintain job folders/e-folders
• Request Completion Photos from Vendors
• Request installation quotes from vendors

General Office Functions

• Answer and direct phone calls
• Order supplies for Office and Shop
• Email installers weekly schedules
• Prepare & distribute daily mail
• Make travel arrangements, such as booking flights, car rentals, hotel reservations and restaurant reservations
• Check General Voicemail Box
• Assisting CEO & CFO
• Assisting Accounting with mailing vendor payments
• Assisting H.R. Dept. with miscellaneous tasks
• Schedule Meetings
• Keep Supply Cabinet Organized
• Prepare Shipping labels for UPS pick-ups
• Take Minute Meeting Notes
• Assist with monthly birthday luncheon
• Distribute birthday cards
• Coordinate the weekly Wednesday coffee run
• Perform additional tasks and projects as assigned

Essential Functions and Physical Requirements:

1. Lifting and Carrying: Ability to lift, carry, and move items weighing up to 45 lbs., including loading onto shelves at a height of 3 feet and transporting up to 100 feet.
2. Seated Work: Must be able to remain seated for extended periods (approximately 75% of the time).
3. Vendor Communication: Regular interaction with vendors regarding orders (approximately 15% of the time).
4. Office Movement: Walking within the office to gather information from Project Managers or coworkers (approximately 10% of the time).
5. Flexibility: Occasional kneeling, squatting, and bending as required.

Skills:

• Exceptional attention to detail with a strong focus on meeting deadlines.
• Proven ability to thrive in fast-paced environments and efficiently manage multiple tasks.
• Strong follow-up and organizational skills.
• Proficient in Microsoft Word, Outlook, Excel, and some knowledge of QuickBooks.
• Typing speed of 45+ WPM.
• Outstanding verbal and written communication skills.
• Expertise in file management, proofreading, grammar, composing letters, and general administrative tasks.
• Adept at prioritizing tasks and independently managing a demanding workload, including handling urgent matters effectively.
• An intelligent, creative, and detail-oriented problem solver with excellent organizational skills. A team player who is pleasant yet assertive when needed.
• Excellent phone communication skills.

Qualifications:

Minimum of 1-2 years of experience in an office environment.

All job requirements are subject to possible revision to reflect changes in the position requirements or to accommodate individuals with disabilities reasonably. Some requirements may exclude individuals who pose a threat or risk to their health and safety or other employees. This job description in no way states or implies that these are the only duties that will be required in this position. Employees must follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an “at-will” basis.