Office - Office Assistant

Who Thrives In This Role

• Ownership and tenacity. You fix what’s off instead of reporting it, and stay with a task until it’s finished.
• Attention to detail. You have an eye for the small details and catch small errors before anyone sees them.
• Project management and prioritization. You carry work start to finish without reminders, and you know what comes first and what can wait five minutes.
• Process person. You follow the SOP the same way every time and update them or write one when changes or doesn’t exist.
• Maturity and discretion. You exemplify the values, stay steady under pressure, and handle personnel files, medical records, and pay information with discretion without exception.
• Energy for people. You genuinely enjoy people, and solving someone’s problem or lending a hand is the best part of your day.
• Team player with a willing nature. You back up whoever needs it, and your default answer is “yes.”

Success Determined By

• Responds quickly to all calls (<2 rings), texts, web inquiries, and emails - resolving directly or routing appropriately.
• Preconstruction and Annual Service appointments scheduled and logged in the CRM with 90% accuracy.
• 100% of new hire applicants screened, passed along to the appropriate hiring manager, and followed through to hire or rejection.
• 100% of new hire onboarding paperwork complete, compliant, and filed before the first day.
• Labor law postings, E-Verify, and DOT medical records current at all times, with no compliance gaps.
• Office and showroom guest-ready at all times; supplies stocked, office budget not exceeded, vendor issues resolved before they reach leadership.

Responsibilities

Front Desk & Customer Service

• Welcome guests, answer and route calls, and serve as a primary customer touchpoint from pre-construction through project completion.
• Back up the Appointment Center on setting initial project appointments; schedule and coordinate pre-construction and service appointments with clients and internal teams.
• Communicate changes and confirmations to clients and staff; walk customers through the in-house showroom.

Office, Vendors & Purchasing

• Coordinate all office vendors and services.
• Keep the lobby, reception, showroom, and shared spaces clean, organized, and guest-ready; sort and distribute mail and packages.
• Order and maintain office supplies, janitorial supplies, pantry items, and branded apparel within the office budget.

Events & Company Culture

• Own the Event Planning SOP for the Christmas party, company picnic, and spring and fall events, with planning support from an event planner.
• Own the Company Meetings SOP for all-company and off-site meetings.
• Decorate the office at Christmas, maintain spring flowers, and coordinate employee gifts.

Systems & Communications

• Manage phone system settings, including the voicemail SOP for holidays and special events, call groups, and subscription information.
• Build, maintain, and assign DocuSign templates.
• Monitor and route general email inboxes; support filing, scanning, and data entry.

Human Resources & Compliance

• Own the new employee Onboarding SOP and keep all onboarding paperwork current and compliant.
• Serve as point of contact for Occupational Health drug screen results, DOT exam medical cards, and the employee assistance program; schedule DOT medical exams and maintain records.
• Onboard co-op students and coordinate hiring upon graduation when applicable.
• Post and maintain job descriptions on Indeed and other hiring platforms and hold pre-screening interviews and coordinate interviews with hiring manager.
• Maintain compliance with federal and state labor laws, including poster and E-Verify updates.

Team Support

• Assist with preparation, setup, and logistics for DBC home shows, and collaborate with other teams to improve workflow.
• Participate in ongoing training and stay current on new processes, scripts, and position standards.

Qualifications

• 2+ years in reception, office administration, call center, appointment scheduling, or sales support required.
• HR assistance, onboarding, or employment compliance experience strongly preferred.
• CRM software and Microsoft Office required; DocuSign preferred.
• Proven ability to handle confidential employee and customer information with complete discretion.
• Strong interpersonal communication, professional demeanor, and the ability to multitask in a busy environment.
• Reliable, organized, and able to work independently and as part of a team.

Physical Requirements

• Must be able to read a computer screen, communicate by telephone and in person, and operate a computer and telephone efficiently.
• Primarily sedentary, with occasional walking, standing, and lifting up to 20 pounds.

Schedule

Full-time, non-exempt. Monday - Friday, 8:00 a.m. - 5:00 p.m. Occasional weekend or evening hours required for events, home shows, or seasonal customer demand. 90-day probationary period with performance assessment.

Benefits

• Health, dental, vision, and supplemental insurance available following the set period of employment.
• 401(k) eligible with employer match up to 4%.

This position does require the ability to pass a background check and drug screening.