Job Description
Job Description
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. As we continue to grow, we are looking for a seasoned Project Manager with a background in construction and strong managerial skills to lead our team and ensure the successful delivery of projects across the nation.
Job Summary:
The Receptionist/Office Support Assistant serves as a central point of contact for the office, supporting management, employees, and visitors through efficient administrative support, professional communication, and a friendly, welcoming presence that promotes a positive workplace experience.
Responsibilities:
Project Related Functions
- Order materials for Signage
- Create Purchase Orders
- Prepare weekly vendor invoices
- Create and maintain job folders/e-folders
- Request Completion Photos from Vendors
- Request installation quotes from vendors
- Update project management software with current data, timelines, and task progress
General Office Functions
- Provide comprehensive administrative and clerical support to office staff, Project Managers, executives, and departments (Accounting, HR, Office Management).
- Greet clients and visitors; answer, screen, and route phone calls; manage voicemails, messages, and appointments.
- Maintain office calendars, schedules, and conference room coordination; set up meetings and assist with company events and celebrations.
- File and e-file company documents, correspondence, contracts, and property-related records.
- Order, organize, and maintain office, kitchen, and supply cabinet inventory.
- Receive, distribute, and manage mail, packages, and shipping (including UPS labels).
- Handle office maintenance requests and coordinate with vendors as needed.
- Coordinate weekly office routines (installer schedules, coffee and breakfast runs, birthdays, and work anniversaries).
- Assist the CEO and CFO, including support for four LLC properties (maintenance coordination, rent tracking, tenant follow-up, and document management).
- Support Accounting with vendor payment mailings and related tasks.
- Make travel arrangements, including flights, hotels, transportation, and dining reservations.
- Communicate effectively with office staff and project teams regarding ongoing tasks.
- Demonstrate adaptability, professionalism, and willingness to assist with additional tasks and projects as assigned.
Essential Functions and Physical Requirements:
- Physical Tasks: Lift and move items up to 45 lbs., including shelving up to 3 feet high and transporting up to 100 feet.
- Seated Work: Remain seated for extended periods (about 75% of the workday).
- Office Mobility: Walk within the office to coordinate with project managers and coworkers (about 10% of the time).
- Flexibility: Perform occasional walking, kneeling, squatting, and bending as needed.
Skills:
- Detail-oriented and deadline-driven; thrives in fast-paced, multitask environments
- Highly organized with strong follow-up and prioritization skills
- Proficient in Microsoft Word, Outlook, Excel; basic QuickBooks knowledge
- Typing speed: 45+ WPM
- Excellent verbal, written, and phone communication skills
- Skilled in file management, proofreading, correspondence, and general administrative support
- Independent problem solver; collaborative, professional, and appropriately assertive
Qualifications:
Minimum of 1-2 years of experience in an office environment.
Benefits:
- Healthcare: Medical, Dental, Vision, and Life Insurance (eligibility after 90 days)
- Retirement: 401(k) plan
- Paid Time Off:
- 40 hours of vacation annually (after one year of full-time employment)
- 40 hours of sick leave
- Observance of six paid holidays
Why Join Us?
- Competitive salary and benefits package
- Exciting, impactful work with high-end retail clients
- Collaborative and supportive team environment
- Career growth and professional development opportunities
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.
Monday - Friday 8:00 am to 4:30 pm