Office Administrator

Vivid Sign & Design Inc; Mount Pleasant (SC); On-site; USD 35,000 - 50,000; Full time

Job summary

A vibrant and fast-growing company, Vivid Sign & Design Inc is seeking a full-time Office Administrator. This role is essential for supporting team operations, managing invoicing, and ensuring efficient office management. Ideal candidates will have 2-3 years of experience in office administration, strong communication skills, and proficiency in QuickBooks, Microsoft Office Suite, and have a flexible, team-oriented approach. Enjoy a rewarding career amidst a colorful and dynamic work environment, with flexible scheduling and comprehensive benefits.

Benefits

Flexible schedule

Paid training

Paid holidays

Medical benefits

401K plan

Qualifications

• 2-3 years of administrative experience preferred.
• Ability to manage multiple tasks in a high-paced environment.
• Self-starter with a motivated attitude.

Responsibilities

• Manage front desk duties including customer greetings.
• Prepare and submit client invoices using QuickBooks.
• Organize office supplies and maintain records.

Skills

Proficiency with QuickBooks Online

Excellent verbal communication

Excellent organizational skills

Excellent time management

Problem-solving skills

Flexibility and adaptability

Computer proficiency

Team-oriented approach

Ability to work independently

Tools

Microsoft Office Suite

Adobe Acrobat

Google Docs

Job description

Are you a seasoned office administrator with a knack for keeping everything running smoothly? If so, Vivid Sign and Design would like to meet with you! We are seeking a full-time Office Administrator to join our team! This position will be responsible for providing support to the team and play a vital role in ensuring the smooth operation of our graphics and sign production shop as well as our eCommerce Wallpaper site. We are a small company, so everyone wears a lot of hats as needed! The position is in-house and not remote based. We are a fast-growing company that has great pride for the incredible work we accomplish every day. We strongly believe in bringing in the right people to help us achieve our goals and success. Be part of this success with a great career that is enjoyable, prideful, and surrounded with color and vitality

Responsibilities

Manage front desk duties, including answering phones and professionally greeting customers

Provide support to Design Team, Production Team, Controller and Owner as needed

Utilizing QuickBooks, prepare and submit client invoices and follow up on outstanding payments as needed.

Manage purchase orders, estimates, invoices and utilization of a few client specific web-based payment systems (training provided).

Assist with payroll processing

Maintain confidentiality and security of financial information in accordance with company policies and regulatory requirements.

Collaborate with team members to identify opportunities for process improvements and implement best practices to enhance efficiency and effectiveness, including utilization of QuickBooks features and marketing

Maintain office files, records and databases in an organized manner

Partner with the design team and production team to ensure operations run smooth including running bi-weekly meeting regarding ongoing jobs

Scheduling of sub-contractors

Organize packing slips and invoices for incoming orders

Order parts/supplies

Provide customer service support as needed

Office organization (ordering supplies, maintaining office equipment, keeping everything stocked and organized)

Running errands when needed

Assist with our vibrant social media presence

Serve as Lead our new wallpaper/mural e-Commerce site which involves ensuring the site runs smoothly, updating content, processing orders, following up on inquires and performing customer service.

Required Skills/Abilities

Proficient with QuickBooks Online

Excellent verbal and written communication skills.

Ability to be flexible and adaptable

Excellent organizational skills and attention to detail.

Excellent time management skills with a proven ability to prioritize tasks and meet deadlines.

Excellent problem-solving skills and ability to think critically and creatively.

Ability to multi-task and function well in a high-paced environment.

Knowledge of office administration, clerical procedures, and record keeping systems.

Computer proficiency is required. Competence with Adobe Acrobat, Microsoft Office Suite, especially Excel, Word and Google Docs

Ability to learn a few web-based payment systems used by our larger corporate clients

Frequently communicate with colleagues and our customers. Must be able to exchange accurate information

Team-oriented approach, service focus, and the ability to think outside of the box with a sense of urgency

Highly motivated attitude & friendly personality

Ability to work independently as well as part of a team

The ideal candidate will have at least 2-3 years of administrative experience

Self-starter

Salary commensurate with experience.

Benefits:

Flexible schedule

Paid training

Paid Holidays

Medical

401K