Receptionist/ Admin Assistant

Company Overview:

Visible Graphics, Inc. is a nationwide sign company that partners with high-end retail clients to create visually impactful signage solutions. We are committed to delivering top-quality services and fostering strong client relationships.

Job Summary

The Receptionist/Admin Assistant provides front-office, administrative, and project support to management and staff. This position serves as a central point of contact for employees, visitors, vendors, and callers and supports the daily administrative needs of the office. The role requires strong organization, attention to detail, follow-through, professionalism, and the ability to manage multiple responsibilities in a fast-paced environment.

Responsibilities

Project-Related Functions

• Order signage materials and other project-related materials as directed.
• Create and process purchase orders.
• Prepare weekly vendor invoices for processing.
• Create and maintain electronic job folders.
• Request completion photos and required documentation from vendors.
• Request installation quotes and pricing from vendors.
• Update project management software with current project information, timelines, statuses, and task progress.

General Office & Administrative Functions

• Provide administrative and clerical support to office staff, Project Managers, executives, Accounting, Human Resources, and Office Management.
• Greet and assist clients, vendors, and visitors in a professional and welcoming manner.
• Answer, screen, and route incoming calls and manage voicemails and messages.
• Assist with calendars, appointments, meeting schedules, conference rooms, and meeting preparation.
• Coordinate company events, employee celebrations, weekly coffee and breakfast orders, birthdays, and work anniversaries.
• Maintain electronic and physical filing systems for company documents, correspondence, contracts, and business records.
• Order and maintain office, kitchen, and general supply inventory.
• Receive, distribute, and coordinate incoming and outgoing mail, packages, and shipments, including UPS labels.
• Coordinate office maintenance and repair requests with outside vendors.
• Assist with installer schedules and other recurring office administrative needs.
• Provide administrative support to the CEO and CFO.
• Assist with company-owned LLC properties, including maintenance coordination, rent tracking, tenant follow-up, and document management.
• Provide basic administrative support to Accounting, including accounts payable-related tasks.
• Coordinate business travel arrangements, including flights, hotels, transportation, and dining reservations.
• Maintain confidentiality when handling company, employee, financial, or management information.
• Perform additional administrative duties and special projects as assigned.

Essential Functions & Physical Requirements

• Ability to lift and move items weighing up to 45 pounds.
• Ability to place and retrieve items from shelving approximately three feet high and transport items up to approximately 100 feet.
• Ability to remain seated for extended periods, approximately 75% of the workday.
• Ability to walk throughout the office to coordinate with employees, approximately 10% of the workday.
• Ability to occasionally bend, kneel, squat, reach, stand, and walk as required.

Skills & Competencies

• Strong attention to detail and accuracy.
• Strong organizational, prioritization, and follow-through skills.
• Ability to manage multiple assignments and deadlines in a fast-paced environment.
• Proficiency in Microsoft Word, Outlook, and Excel.
• Basic knowledge of QuickBooks preferred.
• Ability to type a minimum of 45 words per minute.
• Strong verbal, written, interpersonal, and telephone communication skills.
• Strong document management, proofreading, and correspondence skills.
• Ability to work independently and complete assigned responsibilities with limited supervision.
• Strong problem-solving skills and sound judgment.
• Professional, dependable, collaborative, and adaptable.
• Ability and willingness to learn new software, processes, and responsibilities.

Qualifications

• Minimum of 1–2 years of experience in an administrative, receptionist, office support, or similar office position.
• Prior experience working in a professional office environment required.
• Experience with purchase orders, vendor invoices, vendor coordination, project support, or accounting-related administrative tasks preferred.

All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat to their own health and safety or to other employees. This job description in no way states or implies that these are the only duties required for 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.

Visible Graphics is owned and operated by individuals whose Christian faith deeply informs their approach to business, leadership, and service. Visible Graphics is committed to providing equal employment opportunities to all individuals and maintaining a workplace where every person is treated with respect, fairness, and dignity.