Administrative Assistant

Job DescriptionWe are seeking an Administrative Assistant to join our team! You will perform clerical and administrative functions in order to drive company success.Position SummaryThe Administrative Assistant supports the daily operations of our design, print, and promotional products company by providing administrative, customer service, and marketing assistance. This role helps prepare bid proposals, customer quotes and proofs, manages invoicing and collections, assists with reporting, and contributes to our social media presence. The ideal candidate is detail-oriented, organized, and capable of balancing administrative tasks with client-facing responsibilities.Key ResponsibilitiesAdministrative & Office SupportManage phones, emails, and correspondence; respond promptly and professionally to inquiriesSchedule meetings, maintain calendars, and coordinate vendor and customer appointmentsMaintain organized digital and physical filing systems for proposals, orders, and artworkAssist with office supply ordering and vendor communicationsCustomer Support, Billing & Project AssistancePrepare and send customer quotes for printing, promotional items, and apparel ordersAssist in preparing proofs and communicating revisions between design/prepress and customersTrack customer orders through the production workflow and provide updates as neededReview print samples, promotional items, and proofs for accuracyClose jobs and invoice customers ensuring accuracy and timeliness in billingAssist with collections coordination by tracking outstanding balances, sending reminders, and supporting follow-up communications with clientsEnsure accuracy and consistency in customer files, proofs, and branding detailsGenerate and prepare reports (sales, production, customer activity, or financial) as requestedBid Proposal & Sales SupportAssist partners with preparing bid packages and RFP responses for corporate, government, and nonprofit clientsGather pricing, specs, and vendor quotes for inclusion in proposalsFormat and edit proposal documents to ensure professional presentation and compliance with requirementsTrack bid deadlines, submissions, and follow-up actionsMarketing & Social Media SupportAssist with planning, scheduling and posting social media content for company platformsCoordinate with design team for graphics, photos, and promotional campaignsTrack engagement and suggest ideas to increase brand visibility onlineTeam SupportProvide administrative support to the design, prepress, and production departments as neededAssist with scheduling and communication between teams to keep projects on trackSupport with client presentations, marketing materials, and event preparationQualificationsHigh school diploma or equivalent required; Associate’s or Bachelor’s degree preferredPrior administrative or customer service experience in printing, marketing, or promotional products industry a plusStrong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat; experience with order management systems preferredFamiliarity with social media platforms (Facebook, Instagram, LinkedIn, TikTok, etc.)Excellent written and verbal communication skillsHighly organized with strong attention to detail and ability to meet deadlinesComfortable juggling multiple priorities in a fast-paced, deadline-driven environmentProfessional demeanor, customer-service mindset, and team-oriented attitudeWork EnvironmentOffice-based role with regular use of standard office equipment and computersCoordination with external vendors, couriers, and event supportCompensation & BenefitsCompetitive salary based on experienceMedical, Vision & Dental InsurancePaid time off, holidays, and sick leaveOpportunities for growth into project management, account management, or marketing support roles Company DescriptionAward winning, commercial full service printing and promotional products company started in 1977. We value our people, our customers, and delivering a high quality product on-time.Award winning, commercial full service printing and promotional products company started in 1977. We value our people, our customers, and delivering a high quality product on-time.