Administrative Assistant

Administrative Assistant (Fleet Graphics Division)

We are seeking an Administrative Assistant for our fleet graphics division within a bustling graphics production facility. The role involves managing the graphics order lifecycle from initiation to billing. This includes receiving orders from customers or through purchase orders, tracking these orders as they progress through the facility, and scheduling installations with both the customer and our network of nationwide subcontractors. The successful candidate will need a strong attention to detail and the capability to multitask effectively while maintaining consistent communication. Send us your resume today to become part of the team!

$16 - $18 hourly

• Efficiently manage and process graphic orders by coordinating closely with purchasing and actively responding to customer inquiries through various channels, such as multiple inboxes, e-commerce platforms, and phone calls, ensuring comprehensive coverage and prompt service.
• Track the progression of graphics orders throughout the facility, ensuring timely execution and addressing any issues that arise.
• Schedule and coordinate installation dates and logistics with customers and subcontractors across various locations.
• Verify all applicable data for accuracy before order completion to ensure all billing and service requirements are met.
• Maintain high levels of communication with customers and subcontractors to build strong, effective relationships.
• Contribute to increasing the output of the division by delivering a superior and consistent customer experience.
• Provide assistance to team members with various tasks as requested to support overall team efficiency and operations.
• Responsible for developing and maintaining standard operating procedures (SOPs) as needed to optimize workflow efficiency.

• Proven administrative experience, ideally within a manufacturing or similar industrial setting.
• Strong organizational and multitasking abilities; capable of managing multiple priorities in a dynamic environment.
• Excellent attention to detail and a commitment to accuracy in all aspects of work.
• Effective communication skills, both verbal and written, essential for coordinating with diverse teams.
• Proficient in Microsoft Office Suite, QuickBooks, and Trello, with a basic understanding of accounting principles.
• A proactive approach to problem-solving and relationship management.

Benefits:

Our benefits package offers multiple levels of medical insurance, allowing employees to choose the option that best fits their individual health needs. This selection is complemented by partial employer contributions, ensuring comprehensive coverage. In addition to medical insurance, we provide dental, vision, and life insurance. Alongside paid holidays, our team benefits from a generous paid time off package with a buyback option for added flexibility. We also offer the unique perks of an extra day off for birthdays and a 'Get out of the Office' day to promote work-life balance and well-being. Additionally, employees can take advantage of a company-matched 401(k) plan, enhancing their financial security and retirement savings.

This position is crucial for the efficiency and customer satisfaction levels of our graphics division. If you are a dedicated individual looking to leverage your administrative skills in a manufacturing context and enhance customer relations, we encourage you to apply.

Our Story

Our journey started in 2002 when three entrepreneurs founded our company in a modest 1500 sq ft facility with just one employee. Since then, we have expanded to a 35,000 sq ft space. From the beginning, we have been dedicated to delivering high-quality advertising solutions to both Fortune 500 companies and small to medium-sized businesses. In March 2011, we introduced our Fleet division, quickly becoming a significant player in the fleet graphics industry. Today, we manage over 100,000 vehicles across the US, Canada, and Ireland, supported by a dedicated team of more than 20 employees. Over the years, VI has grown and diversified from its humble origins, emerging as a leader in the fleet management market. As we look to the future, we are excited to continue this growth and are eager to bring on new team members who will contribute to our ongoing success.