Office Administrator

Volkan Signs & Lighting, Inc.; Chicago (IL); On-site; USD 48,000 - 55,000; Full time

Job summary

A leading company in the manufacturing sector is seeking an Office Administrator to support operations. This role involves general office administration, project coordination, customer service, and financial tasks. The ideal candidate will have strong communication and organizational skills, with a preference for those with experience in small businesses. This is a full-time position with a competitive salary based on experience.

Qualifications

• Proven experience in an administrative or office support role.
• Ability to multitask, prioritize, and work independently.

Responsibilities

• Answer direct phone calls and emails from clients and vendors.
• Assist in preparing job folders and coordinating scheduling.
• Track project progress and update clients on timelines.

Skills

Communication

Organizational Skills

Problem Solving

Multitasking

Education

High school diploma or equivalent

Associate's or bachelor’s degree

Tools

Microsoft 365

Job description

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Direct message the job poster from Volkan Signs & Lighting, Inc.

Job Title: Office Administrator

Reports to: CEO / President

Department: Operations Department

Annual Salary: $48,000 - $55,000 (Depending on Experience)

How to Apply: Please submit your resume and a cover letter to [e-mail]

Job Description:

1. General Office Administration

· Answer direct phone calls and emails from clients, vendors, and internal staff.

· Maintain organized filing systems for permits, drawings, work orders, and correspondence.

· Order and track office and production supplies, coordinating with the shop as needed.

· Keep the office environment clean, organized, and functional.

2. Project Coordination Support

· Assist in preparing job folders including permits, artwork approvals, and installation documents.

· Enter project details into job tracking systems (e.g., project management or CRM software).

· Coordinate scheduling with sales, design, fabrication, and installation teams.

· Track project progress and update clients on timelines and required documentation.

3. Permit and Licensing Assistance

· Track permit status and maintain records of approvals and inspections.

4. Customer Service

· Greet visitors and clients professionally.

· Handle basic customer inquiries or route them to the appropriate team member.

· Send customer estimates, invoices, and follow-up communications.

5. Financial and Administrative Tasks

· Support payroll or time tracking by gathering hours or field crew logs.

6. Communication & Documentation

· Maintain accurate contact records for vendors, subcontractors, and clients.

· Help maintain social media posts, website updates, or marketing collateral (if needed).

Qualifications:

· High school diploma or equivalent; associate's or bachelor’s degree preferred

· Proven experience in an administrative or office support role

· Proficient in Microsoft 365

· Excellent communication and organizational skills

· Ability to multitask, prioritize, and work independently

· Strong attention to detail and problem-solving skills

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Preferred Skills:

· Experience working in a small business or trade-related environment a plus but not required

· Bilingual a plus but not required.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Manufacturing

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