Front Office Administrative Assistant

OUR COMPANY:

DISPLAYIT, LLC stands as an acclaimed designer and manufacturer, specializing in the creation of structured experiential environments. Established in 1998 in Irvine, California, DISPLAYIT is dedicated to designing, constructing, and installing innovative structural branded solutions that convey a cohesive brand message for our valued customers.

At the heart of our success is a team of highly talented individuals who collaborate creatively at the highest level, aiming to deliver the finest custom experiences. Our commitment is underscored by our relentless pursuit of creative solutions to exceed customer expectations. We exist not only to meet but to surpass the needs of our customers, and our unwavering focus is on operational efficiency.

SUMMARY:

The Front Office Administrative Assistant plays a key role in ensuring smooth daily operations of the front office, supporting administrative needs, and maintaining a welcoming environment for clients, visitors, and employees. This role requires strong organizational skills, attention to detail, and the ability to effectively coordinate tasks in a fast-paced professional business environment.

DUTIES AND RESPONSIBILITIES:

• Greet visitors and clients professionally and ensure they are directed to the appropriate team member.
• Answer and route incoming calls, emails, and inquiries promptly and professionally.
• Maintain the front office area, ensuring it is clean, organized, and represents the company’s standards.
• Schedule and coordinate meetings, conference room bookings, and appointments.
• Manage and maintain office and Lunchroom supply inventory and place orders to ensure availability.
• Coordinate facility maintenance, repairs, and vendor relationships
• Assist in preparing reports, presentations, and documents as needed.
• Support Human Resource, Accounting, and other teams with clerical duties, including data entry, filing, and record-keeping.
• Handle inquiries from clients and vendors with professionalism and courtesy.
• Assist in the distribution of internal and external communications as directed by management.
• Prepare and send outgoing packages, ensuring proper documentation and tracking.
• Receive packages and manage their delivery to the appropriate department or personnel.
• Provide support for company events and initiatives, organizing them according to direction with excellence and professionalism to the highest standard.
• Assist in coordinating logistics, communication, and execution of events to ensure their success.
• Undertake other duties and responsibilities as assigned to support company growth.

QUALIFICATIONS:

• High school diploma or equivalent required; an associate degree or equivalent in a related field preferred.
• Fluency in Spanish is required. This includes the ability to speak, read, and write in Spanish effectively to communicate with clients and team members as part of the role.
• 1 to 2 years of experience in an administrative or front office role, preferably in a manufacturing or fabrication setting.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and basic office equipment.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Experience in a fabrication, construction, or industrial environment.

COMPETENCIES:

• Customer Service--Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Ethics--Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support--Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Professionalism--Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally required to stand
• Occasionally required to walk
• Frequently required to sit
• Frequently required to utilize hand and finger dexterity
• Frequently required to talk or hear
• Occasionally required to lift/push/carry items less than 25 pounds

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $18 - $22