Administrative Assistant

Air Comfort, Inc; Bozeman, Northern (MT, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Pierce Flooring and Design Center is seeking a friendly Administrative Assistant to join our team. You will be the first point of contact for customers in person and by phone, helping create a welcoming showroom environment and supporting daily operations. This role focuses on customer service and teamwork with the sales staff.

Responsibilities include greeting visitors, routing inquiries, processing payments, assisting with reports, and helping with events and showroom upkeep.

Qualifications

• High school diploma or GED required.
• Strong verbal communication and friendly demeanor.
• Ability to solve problems proactively and work under pressure.
• Basic computer skills, including familiarity with MS Office.
• Strong attention to detail, organizational and multitasking abilities.
• Ability to learn and use job-related systems, tools, and product information.
• Team-oriented with a flexible, “can do” attitude.
• Reliable and able to complete tasks accurately and on time.
• Ability to sit for extended periods and perform repetitive arm movements.
• Ability to read, comprehend, and communicate clearly in English.

Responsibilities

• Greet showroom visitors warmly and professionally.
• Direct customers to the appropriate salesperson or department.
• Coordinate communication among customers, sales staff, project managers, installers, and vendors.
• Support sales staff with administrative tasks and reports.
• Process payments, manage the cash drawer, and assist with deposits.
• Maintain front office and reception area, including light showroom housekeeping.
• Assist with company events, promotions, and customer appreciation activities.
• Initiate vendor-related claim paperwork when supplier involvement is needed.
• Provide after-sale support by processing returns and credits, and handling unused materials from projects.
• Review invoices before scheduling to confirm payment deposits, margins, and paperwork.
• Update invoices after estimates are converted to confirmed sales.
• Monitor active customer orders and notify salespeople and management about follow-ups.
• Track product samples borrowed by customers or staff.
• Assist the warehouse with miscellaneous needs.
• Check mail daily and apply received payments.
• Perform other related duties as assigned.

Skills

Verbal communication

Customer service

Attention to detail

MS Office

Organizational skills

Team player

Education

High school diploma or GED

Tools

MS Office

Job description

Pierce Flooring and Design Center is seeking a friendly and organized Administrative Assistant to join our team. As the first point of contact for our customers, both in person and over the phone, you will play a key role in creating a welcoming environment and ensuring smooth daily operations. This role is primarily customer-facing, with a focus on working with the sales team to deliver the best possible results to our customers. This position is ideal for someone who enjoys interacting with people, is detail-oriented, and thrives in a team-oriented setting. Join a company dedicated to providing exceptional service and quality flooring solutions to our community.

Responsibilities

• Greet and assist showroom visitors with warmth and professionalism, ensuring a positive first impression
• Promptly connect customers with the appropriate salesperson or department
• Coordinate communication between customers, sales staff, project managers, installers, and vendors
• Support sales staff with administrative tasks, including preparing office paperwork and reports
• Process payments, manage the cash drawer, and assist with bank deposits
• Maintain an organized and professional front office and reception area, including light housekeeping tasks in the showroom
• Assist with company events, promotions, and customer appreciation activities
• Initiate vendor-related claim paperwork when supplier involvement is needed
• Provide after-sale support by processing returns and credits, and ensuring unused materials from customer projects are handled appropriately
• Review invoices before scheduling to confirm payment deposits, profit margins, and completion of required paperwork
• Update invoices after estimates are converted to confirmed sales
• Monitor active customer orders and notify salespeople and management about orders needing follow-up
• Track product samples borrowed by customers or sales staff as needed
• Assist the warehouse with miscellaneous questions or needs
• Check mail daily and apply received payments
• Perform other related duties as assigned

Qualifications

• High school diploma or equivalent (GED)
• Strong verbal communication skills and a friendly, professional demeanor
• Ability to solve problems proactively and work effectively under pressure
• Basic computer skills, including familiarity with MS Office
• Strong attention to detail, organizational, and multitasking abilities
• Ability to learn and use job-related systems, tools, and product information
• Team-oriented with a flexible, “can do” attitude
• Reliable and able to complete tasks accurately and on time
• Ability to sit for extended periods and perform repetitive arm movements
• Ability to read, comprehend, and communicate clearly in English

Working Conditions

• Standard weekday business hours begin at 8:0 a.m.
• Occasional special weekend events may be required two to three times per year
• Job is primarily sedentarwith minimal physical demands