Posted In: Help Wanted

Administrative Assistant - Los Angeles - Jones Sign Company

The Administrative Assistant will be an integral part of the support team here at Jones Sign. Their main duty is to be a resource for our Sales and Install departments while also managing the front desk duties of our office. The Administrative Assistant will be responsible for answering all incoming calls, greet walk in visitors and monitor the front lobby while also performing a variety of miscellaneous tasks assigned by the Regional Sales Manager. The Administrative Assistant role is a team-oriented position, and the ideal candidate will possess the ability to work in a fast pace team environment.

Normal hours for this office are from 8:00 A.M. to 5:00 P.M. Monday through Friday. The Administrative Assistant will start as a part-time role of 24 hours per week. The ideal schedule would be Mon-Wed-Fri but willing to discuss other alternatives with the right candidate. The nature of this position may require some flexibility and some additional hours during various weeks due to workload and seasonality changes.

Duties and Expectations:
• Ability to handle multi-line phone system
• Professionally greets and assist vendors, employees, applicants and customers
• Develop and update company reports
• Gathers quantity and material take offs from designs and drawings
• Submits information to suppliers and vendors for quotes
• Sets up jobs for the estimating department and design departments
• Download company cameras weekly
• Retrieves, sort and distributes company mail
• Reconciliation of company credit cards and expenditures
• Prepare and send marketing packets
• Prepare sales proposals
• Files, organizes and updates data on projects lead spreadsheet initiated by sales
• Files and organizes accounts notes into appropriate folders
• Follows up Sales needs/requests from Sales Support team in Green Bay as necessary
• Attend conference calls, documents, submit reports and follows up on action items
• Schedules and prepares sales meetings and presentations
• Provides traveling support by shipping marketing materials and coordinating travel arrangements
• Any other work as assigned by supervisor

Education, Experience or Specific skills:
• High school diploma or equivalent
• Technical education related to duties and expectations preferred
• Solid working knowledge of computer applications (Microsoft, Google Docs, Internet)
• Intermediate to above average Excel skills
• At least two years’ experience in a fast-paced, high-volume professional office setting
• Communicates professionally, both written and verbally
• Possess and acts in a professional demeanor with strong interpersonal skills
• Comfortable interacting with customers, vendors and different levels of an organization
• Ability to multi-task & be flexible
• Knowledge of accounting functions a plus
• Problem solving & critical thinking skills
• Maintains the spirit of teamwork

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