JOB TITLE: Administrative Assistant/Office Manager
LOCATION: 3425 S. Kedzie Avenue, Chicago IL (non-remote)
DEPT: Sales
REPORTS TO: Sales Manager/Controller
INTRODUCTORY PERIOD: 90 days
* Health, dental, life, PTO benefits package available after introductory period for full-time position.
Position Summary:
The Administrative Assistant at our Kedzie office is responsible for helping with the operations of our brickyard and sales department, providing customer service to clients in person and by phone, and assisting day to day office operations.
Working Conditions:
Work is primarily indoor and office-based. Required hours Monday - Friday 8am - 4:30pm. Requires use of a computer, phone system, and standard office equipment. Occasional physical and/or outdoor work is to be expected — this can include exposure to dust and weather conditions.
Some tasks necessitate use of an indoor workshop and lifting boxes weighing up to 65lbs.
Physical Requirements:
60% — Sitting
25% — Standing or Walking
10% — Lifting between 25-75 lbs
5% — Bending
Compensation:
Salary will be contingent upon skill level and experience.
Principal Responsibilities:
- Customer Service: Answering the phone and directing calls; replying to and redirecting emails sent to our generic public email account; greeting customers at the showroom and directing them to colleagues as appropriate; answering basic questions.
- Sales Support: Locating samples for sales reps; packing and shipping samples to clients; reordering samples from manufacturers, putting samples away, and working with others to ensure sample areas are tidy, organized, and stocked; assisting sales reps with coordination and organization of project orders and paperwork; assigning and qualifying leads; using Quickbooks and Monday.com to assist sales reps, logistics, accounting, and dispatch; communicating with product suppliers
- Yard/Office Support: Ensuring office supplies are organized and re-ordered in a timely fashion; tidying the showroom; helping yard staff manage and track inventory; maintaining and organizing digital records and physical files
- Event Support: Assist our Marketing Admin in managing showroom calendar for manufacturer rep visits, client visits, cleanings, and other events; working with other administrators to set meeting & event dates, confirm attendance, order food, and set up for visitors
Principal responsibilities describe the functions considered essential to the performance of the job. The job description here does not state or imply these are the only duties or responsibilities assigned to the position. Employees may be required to perform other job-related duties as requested by management.
All requirements are subject to change over time.
Measures of Performance:
- Ability to follow and improve standard operating procedures to keep the team organized and on schedule
- Ability to coordinate between multiple departments in an efficient, effective, and friendly way
- Willingness to learn about our industry in order to effectively communicate with clients, qualify leads, and introduce possible solutions
Knowledge, Skills, & Abilities Required for the Position:
- Tact, professionalism, and a business-like attitude appropriate for frequent interactions with customers and clients
- Ability to organize time and efficiently manage multiple projects
- Ability to work independently, find answers to questions, and transition from one task to another with minimal productivity loss
- Strong problem-solving and communication skills; capacity for creative and critical thinking
- Team-focused, friendly attitude and ability to work well with others
Beneficial Abilities (Not required, previous experience is a plus):
- Bilingual abilities in Spanish/English or English/Polish a plus
- Familiarity with the construction, masonry, or architecture industries
- Knowledge of the following computer software & platforms: Google Drive, Gmail, & Google Workspace products; Microsoft Office products; Adobe Acrobat, Quickbooks.
Application materials required
Job Type: Full-time
Pay: $40,000.00 - $55,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Experience:
- Office/Admin: 2 years (Preferred)
Work Location: In person