What are the responsibilities and job description for the Office Administrator position at KG Graphics?
We recently promoted within the company and this position is available again!
Job description
Position Summary:
KG Graphics is currently seeking a positive and upbeat, reliable and detail-oriented Office Administrator to join our team! The Office Administrator will play a key role in ensuring the smooth and efficient operation of our office. The ideal candidate will be organized, proactive, and possess excellent communication and multitasking skills. This role involves a wide range of activities including administrative duties, office organization, and customer service. This in not a Graphic Design related position.
Responsibilities:
- Greet visitors, answer telephone calls, return phone calls and respond to inquiries in a professional and courteous manner.
- Perform general office administrative tasks, including maintaining orders, and handling incoming and outgoing mail.
- Responding to emails and quoting jobs
- Utilize QuickBooks to manage financial transactions, including, invoicing, quoting estimates, taking payments and/or reaching out for payment
- Organize and file important documents, both physical and electronic, to maintain an efficient filing system
- Support the office staff with various administrative tasks, such as data entry, filing, and organizing documents.
- Assign/schedule projects to the appropriate departments and design team
- Collaborate with team members to support office operations, check behind orders and ensure tasks are completed efficiently.
- Help maintain office cleanliness and organization to ensure a professional and welcoming environment.
- Help with purchasing
- Reaching out to new potential customers (Bonus $$ offered)
- Adhere to company policies and procedures, including handling confidential information with discretion.
- Performs other duties as assigned.
Required Skills/Abilities:
- Excellent verbal and written communication skills
- Love working with people! Lots of greeting customers and talking through projects.
- Excellent organizational skills and attention to detail
- Basic to moderate math is a plus. This position deals a lot with invoicing and quoting.
- Excellent time management skills with a proven ability to meet deadlines, multitask and prioritize work
- Strong analytical and problem-solving skills
- Ability to prioritize tasks and to delegate them when appropriate
- Ability to act with integrity, professionalism, and confidentiality
- Knowledge of office administrator responsibilities, systems, and procedures
- Experience with MS Office & Google Workspace applications is a plus
- A creative mind with an ability to suggest improvements
- Familiarity with QuickBooks or other accounting software is a plus
- Previous experience in budgeting or financial management is a plus
- Willing to learn new things and bring new ideas into place
- Experience with office equipment (printers, scanners, etc.) and office software.
- Note: This job description is intended to provide a general overview of the position. Other duties may be assigned as needed.
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift 25 to 50 pounds at times.
- Must be able to access and navigate each department at the organization's facilities.
Minimum Education and Experience Requirements:
- A high school diploma or equivalent
This in not a Graphic Design related position.
Job Type: Full-time
Benefits:
- Employee discount
- Flexible schedule
- Paid time off
- Referral program
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No weekends
Work Location: In person