Administrative Assistant / Office Associate

Highlights: Full-time, in-office, salaried with benefits

Job Title: Administrative Assistant / Office Associate 

Job Description: At JMC our Administrative Assistant / Office Associate (AO) is the perfect blend of an admin assistant and a front desk associate - they are the glue that holds the team together and is the front-line face and voice to customers! This person supports office management and office staff so the team can stay organized and focus on client-projects. Duties include, but are not limited to, organizing team meetings, ordering team lunches, greeting office visitors and answering the front desk phone. Although this position is not assigned to client-specific projects they support the team with any needed errands or tasks to support client projects such as ordering and receiving selections, creating paint samples, running errands, or printing off project materials. In addition, the AO completes clerical tasks such as managing calendars, preparing contracts, documenting insurance, and maintaining additional documents for management and staff (ie. vendor lists, referral lists, accounts and passwords, client lists and Client Lead spreadsheets). Lastly, the AO keeps the office running smoothly by ensuring our spaces stay clean and presentable, schedule office repairs as needed, stock office supplies and order field uniforms.

Job Responsibilities

  • Maintain JMC office space

  • Client Lead management

  • Maintain Materio (JMC’s project management and design software) with accurate Lead information

  • Schedule client appointments and staff meetings and follow up communications

  • Complete client contracts per individual contract details and execute the contract with all parties (JMC Management and Client)

  • Print, and keep stocked, marketing materials such as business cards and job site signs

  • Maintain client referrals and send gift cards

  • Maintain vendor referral list for small jobs

  • Schedule office repairs

  • Maintain clean office space across all three JMC suites

  • Request, receive, and track subcontractor agreements and Certificates of Insurance

  • Send employee reminders for Open Enrollment for Fidelity and BCBS

  • Receive applications for potential new hires and provide to management

  • Support management with new employees orientation (new hire paperwork, Fidelity, handbook, tax paperwork, etc.)

  • Create client and employee files and provide to management; calendar reminders for Employee Trial Period Review Dates

  • Maintain Project Warranty Dates on calendar and send communications to clients 

  • Schedule (and reschedule as needed) Monday Staff Meeting, Thursday Team Meeting, and order lunch for Thursday meeting

  • Maintain Designer Accounts spreadsheet, support Design Team with opening new accounts and maintaining status on current accounts

  • Complete all HBAA Home Renovation entries

  • Order, receive, return, and manage tracking for  project selections

  • Manage and track warehouse / storage unit inventory

  • Send client surveys and Google Reviews, maintain survey responses

Skills & Requirements

  • Bachelor's degree or 5 years relevant experience

  • Excellent communication skills

  • Ability to manage time across multiple tasks and / or projects

  • Computer proficiency

  • Positive attitude to clients, team members, and vendors

  • Knowledge of Google Suite applications (Gmail, Google Meet, Google Slides, Google Sheets, Google Docs, Google Forms, and Google Drive)

Application Form: