Design Administrative Assistant Job Description
This position will support two small co-located sister companies - OMG, Optical Marketing Group and Contentlinq. OMG focuses on providing innovative solutions and products for independent optometrists, chain optical retailers and their key vendors. Contentlinq is a small, fast growing start-up offering digital signage and workflow applications for the same clientele in the optical space.
Reporting to the CEO, the Administrative Assistant is responsible for coordinating all headquarters office administrative activities including meeting scheduling and coordination, traffic management, sales support, client/vendor phone and email interaction, accounts receivable/payable, basic human resources, Must be a strong communicator with good interpersonal skills, excellent at multi-tasking, detail oriented, and able to work in a multi-faceted, face paced work environment.
The ideal candidate should align with the companies’ core values; Integrity, Curiosity, Promoter, Problem Solver, Fun + Team Oriented
Specific duties include:
Maintains office organization and operations such as designing filing systems, managing office equipment and supplies, phone and general query answering, order fulfillment
Project coordination support; client, prospect + vendor correspondence. placing purchase orders, managing lead times, generating estimates, vendor + client follow up, sourcing vendors and subcontractors, post-delivery resolutions, product/engineering maintenance in Quickbooks Online
Supporting the admin needs of the Omg + Contentlinq teams
Answer phones, direct callers to appropriate parties
Maintain employee/subcontractor records to ensure legal compliance, vacation, sick days, and assist in the hiring process.
Cost tracking, (Bill of Materials and Quickbooks Online) and vendor claim filing
Basecamp (personal) task management, project review for task entry and prioritization, document upload and organization
AP/AR: Support of accounting systems using Quickbooks Online, including accounts receivable and collections; accounts payable and bi-weekly check runs. Sourcing, placing, follow-up and reconciling purchase orders. Quickbooks Project organization for profit and loss reporting. Generate financial reports and identifying trends, coordination with external bookkeeper + CPA,
Source and maintain company insurance policies
Coordinate basic HR functions, on-boarding and out-boarding employees, CA EDD compliance, filings
Assist with the creation and maintanance of Standard Operating Procedures on an ongoing basis for Project Coordinator and all other roles,
Schedule meetings and appointments
Coordinate travel, trade show and speaking engagements
Arrange and manage client visits to the Solana Beach showroom
Maintain the Solana Beach CA office; appearance, functionality, coordination with property
Write and distribute mail, correspondence memos, letters, faxes and forms
Assist in the preparation of regularly scheduled reports
Be a key Thinking Partner by working smart, having fun + offering observations, ideas and suggestions for continuous improvement for both the company
Booking speaking gigs for CEO + other qualified team members with national and state optometry and opticianry organizations
Occasionally picking up jobs/products from local vendors
Support the team administratively; sharing time sensitive, critical information with internal and external customers to insure high levels of employee + customer satisfaction
Respond and follow up with all inquiries from [email protected], create to-do with corresponding team members in basecamp.
Answer and respond to all google voice text messages and calls, create to-do with corresponding team members in basecamp
Track CEO’s activities and insure commitments to clients/vendors/associates are followed through
Maintain contact lists
Work with project manager to keep of all current projects/initiatives + ensure all timeline
Client + vendor interaction to ensure high levels of satisfaction
Receiving and processing orders/payment from clients
Requirements:
The ideal candidate will have:
A college degree or the equivalent experience
Proven customer service, sales support, administrative assistant experience
Proficiency in Google G Suite, Microsoft Office Suite + Social Media
Proficiency in operating CRM systems
3+ years experience using Quickbooks
Computer skills; IOS + Windows
An eye for design and aesthetics
Supply / vendor/ subcontractor management skills
Excellent written and verbal communication skills
Comfort with fast-paced environment
Self directed and organized
Benefit Conditions:
Waiting period may apply
This Company Describes Its Culture as:
Detail-oriented quality and precision-focused
Innovative innovative and risk-taking
Outcome-oriented results-focused with strong performance culture
People-oriented supportive and fairness-focused
Team-oriented cooperative and collaborative
Work Schedule: Monday - Friday 9 am - 5 pm in Solana Beach office
Job Type: Full-time
Pay: $50,000.00 - $55,000.00 per year
Benefits:
Employee assistance program
Paid time off
Professional development assistance
Schedule:
8 hour shift
Monday to Friday
Education:
Associate (Preferred)
Experience:
Microsoft Office: 2 years (Required)
Customer Service: 2 years (Required)
Work Location: In person