Entry Level Office Assistant Needed

American Upholstery Design, Inc. has been serving the hospitality industry for 20 years. We specialize in hotel renovations and providing our clients with exceptional customer service. In addition, we offer numerous goods and services to our customers such as custom millwork, custom furniture, drapery and soft goods.

We are currently looking for an Office Assistant full time Monday through Friday, 7:30am to 4:00pm.

Required Qualifications:

Associate’s Degree; preferred. Current Notary Public credentials preferred. At least 3 years of experience in a related field performing similar duties. Proficient with Microsoft Office products such as Word, Excel, and Outlook. Must be deadline driven and have a keen attention to detail, excellent oral and written communications in both English and Spanish, the ability to work well with others, be flexible and adaptable to changing priorities. Possess excellent customer service, time management, organizational and problem solving skills as well as knowledge of related computer systems.

Job Purpose and Summary:

Office Assistant is responsible for maintaining general accounts receivables and payables including updating financial records and reporting, deposits and payments, maintaining employee records, standard materials inventory, and providing clerical support to management.

Job Duties and Responsibilities:

1. Provide excellent internal and external customer service in all instances. Know the names of the owner, purchasing agent and project team members for each job and/or order.

2. Immediately process and record payments received for orders. Process payments required to purchase materials and operate the business, with President and/or Chief Financial Officer approval. Keep records of all financial transactions by company , i.e. American Upholstery Design, Inc., Wortel Construction, etc.

3. Request price quotes and choose the best option to purchase and maintain inventory of standard materials required to produce furniture and operate the business such as wood, foam, pillow inserts and upholstery, sewing, office and cleaning supplies. Regularly monitor inventory to ensure the required items are always on hand.

4. Keep records of all business and vehicle licenses, business and vehicle insurance, equipment and vehicle repair/maintenance schedules, SunPass and safety activities to ensure compliance. Schedule repairs and preventive maintenance. Follow up to ensure they are performed as scheduled. Ensure payments and renewals meet deadlines so they don’t lapse or equipment is out of service.

5. Maintain complete and accurate employee records for all current and former employees. Answer requests for verification of employment dates. Prepare, for President’s approval, draft replies to unemployment claims.

6. Answer company telephone calls and timely convey messages. Greet visitors and receive mail or packages from delivery personnel.

7. Provide general administrative support as necessary.

8. Contribute to greater company goals by identifying potential waste and opportunities for process improvement.

9. Follow all other established procedures, rules and regulations and other company directives to ensure a safe and secure working environment.

10. Perform other duties as requested.