Administrative Assistant

About the Role

Forms+Surfaces is seeking a highly organized and detail-oriented Administrative Assistant to manage front desk operations while supporting marketing coordination, lead management, and client experience. For a driven individual seeking to establish and grow their career within a dynamic and innovative company, this role is a fantastic opportunity.

Key Responsibilities

• Reception & Office Operations
  • Serve as the first point of contact by professionally answering and directing incoming phone calls
  • Welcome and assist visitors, ensuring a positive and professional guest experience, including managing visitor sign-in and notifying employees of guest arrivals
  • Oversee and distribute incoming mail and correspondence; coordinate outgoing FedEx shipments
  • Maintain front desk operations, conference rooms, office supplies, and shared equipment to support a well-organized and efficient workplace
• Client Coordination & Meeting Support
  • Coordinate client visits and sales meetings, ensuring all arrangements are in place to provide a seamless and professional experience
  • Prepare conference rooms in advance of meetings, including refreshments, materials, and overall presentation
  • Coordinate catering, reservations, and hotel accommodations as needed
  • Maintain records of preferred vendors, restaurants, and guest preferences to enhance the overall client experience
• Marketing & Administrative Support
  • Respond promptly and professionally to incoming marketing inquiries, including calls, emails, and other lead sources
  • Qualify, assign, and route leads using established criteria, ensuring accurate entry, categorization, and tracking within CRM systems
  • Maintain CRM data quality by correcting duplicate, incomplete, outdated, or inconsistent records
  • Manage routing protocols, email signatures, business card ordering, and other marketing support systems
  • Track and categorize department expenses, receipts, and invoices
  • Assist with project photography logistics, including scheduling, permissions, and approvals
  • Perform other duties and responsibilities as assigned

Qualifications & Skills

• Associate's degree or equivalent experience required
• 2-3 years of previous experience in customer service or receptionist roles required
• Strong organizational skills with the ability to manage multiple priorities effectively
• Excellent verbal and written communication skills with a professional demeanor
• Proficiency in Microsoft Office Suite; experience with CRM systems is a plus

Physical Requirements

• Must be able to sit for extended periods of time
• Ability to look at a computer screen for extended periods of time

This role offers valuable exposure to the architectural and design industries while providing hands-on experience in administrative operations, marketing coordination, and client engagement. If you are proactive, detail-oriented, and eager to grow within a dynamic and innovative company, we encourage you to apply!