Recepcionist /Marketing Assistant/Sales Assistant
for sections like About the role, Responsibilities, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Use - for any list of duties/requirements/benefits, and
for prose. Do NOT repeat the job title as a heading. Do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it. Preserve ALL substantive information; do NOT invent or summarize away detail. Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. IMPORTANT: include a section ONLY when the posting has real, specific content for it — never emit a heading followed by filler/placeholder text (e.g. "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless the posting actually states them. Prefer a few substantive sections over many thin ones.
We need to parse the job description.
We have sections: Company Overview, Position Summary, Essential Duties and Responsibilities (with subcategories), Qualifications, Education and Experience, Physical and Other Requirements, Work Schedule, Benefits Offered, EEO statement (to remove). Also there is Title, Function, Location, Employment Classification, Industry (metadata). We need to fold minor metadata into a short
or drop it. Probably we can include a short paragraph with location, employment type, etc.
We need to decide which sections to output: About the role (maybe position summary), Responsibilities (essential duties), Requirements (maybe qualifications + education/experience + physical requirements), Skills (maybe from qualifications), Benefits (benefits offered), Schedule (work schedule). Pay is not mentioned, so we should not create Pay section.
We must not create sections with filler. So we need to ensure each heading has substantive content.
We need to use
for each section heading.
We need to use - for any list of duties/requirements/benefits. So for responsibilities we can list each duty as
- . For qualifications we can list each bullet as
- . For benefits we can list each benefit as
- . For schedule maybe just a
.
We need to preserve all substantive information; do not invent or summarize away detail. So we need to include all duties listed, all qualifications, etc. However we can group them logically but must not lose detail. The instruction: "Prefer a few substantive sections over many thin ones." So we can combine some sections but must keep content.
We need to avoid duplication. The posting has some duplicated lines? Not obvious.
We need to remove EEO statement and legal boilerplate.
We need to output only HTML fragment, no /, no markdown fences.
Let's craft.
First, maybe a short
for metadata: "Location: Houston, TX | Employment Type: Full‑Time | Industry: Manufacturing / Building Materials". Could be a paragraph.
Then sections:
About the role
Position summary: The Receptionist & Marketing Support Coordinator serves as the first point of contact for customers, vendors, applicants, and visitors while providing administrative and marketing support to multiple departments within the organization.
But we could also incorporate company overview? The instruction says use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we should use those exact headings? It says e.g., meaning examples. We can use those headings. Probably better to use those standard headings.
Thus:
About the role
(position summary)
Responsibilities
(list duties)
Requirements
(maybe combine qualifications, education/experience, physical requirements)
Skills
(maybe separate? But we could combine with qualifications. However we need to avoid thin sections. Could merge qualifications and skills into Requirements or Skills. But we need to follow instruction: Prefer a few substantive sections over many thin ones. So we could have About the role, Responsibilities, Requirements (which includes qualifications, education/experience, physical), Benefits, Schedule. That's 5 sections.
We need to ensure we don't create Skills section if we don't have distinct skills beyond qualifications. But we could still have Skills if we want, but better to avoid thin.
Thus we will have:
- About the role
- Responsibilities
- Requirements
- Benefits
- Schedule
Now we need to list all substantive info.
Let's extract details.
Company Overview: Could be included in About the role? Might be considered metadata. But we can include a short paragraph about company overview in About the role? The instruction says preserve ALL substantive information. So we need to include company overview details somewhere. Could be in About the role paragraph.
Thus About the role: combine company overview and position summary.
Let's write:
RAM Windows & Doors is an exciting and rapidly growing manufacturer of residential and commercial windows and doors. Since 1978, RAM has been committed to providing high-quality products and exceptional service to builders, contractors, dealers, architects, and homeowners throughout Texas. As RAM continues to expand its product lines and market presence, we are looking for motivated, dependable, and detail-oriented individuals who enjoy working in a fast-paced and collaborative environment. The Receptionist & Marketing Support Coordinator serves as the first point of contact for customers, vendors, applicants, and visitors while providing administrative and marketing support to multiple departments within the organization.
That seems good.
Now Responsibilities: need to list all essential duties. The posting has many bullet points grouped under categories: Reception and Customer Service, Phone Support, Showroom and Office Support, Office and Showroom Supplies, Shipping and Mailing, Vendors and Visitors, Company Directory and Employee Communications, Administrative Support, Marketing Support.
We need to preserve all duties. We'll create a with each duty as - . We need to ensure we don't lose any.
Let's extract each duty line:
Reception and Customer Service:
- Greet customers, vendors, applicants, and other visitors in a professional and welcoming manner.
- Assist walk-in customers with the sign-in process and notify the appropriate sales representative of their arrival.
- Offer refreshments to customers and guests when appropriate.
- Provide employment applications to walk-in applicants and forward completed applications to Human Resources.
- Coordinate with appropriate team members when sales representatives or other requested employees are unavailable.
- Maintain a professional and organized front desk and reception area.
Phone Support:
- Answer and route incoming company phone calls in a courteous and professional manner.
- Gather appropriate information from callers to determine the correct department or team member.
- Identify the customer's location and the type of project or service being requested.
- Route commercial inquiries to the appropriate sales contact.
- Route replacement window and smaller project inquiries to the Inside Sales team.
- Gather contact and project information when a salesperson is unavailable and ensure the appropriate team member receives the information for follow-up.
- Route new construction inquiries from builders and general contractors to the appropriate sales representative.
- Assist callers from different Texas markets by gathering information and forwarding the inquiry to the appropriate sales team.
- Assist with dealer inquiries, including prospective dealer requests and customers seeking authorized dealers.
- Direct customers with service-related concerns to the appropriate service request process.
- Assist customers with questions regarding existing orders by connecting them with the appropriate salesperson or delivery contact.
- Document unusual or miscellaneous inquiries and forward them to management for follow-up.
Showroom and Office Support:
- Maintain the overall appearance and organization of the showroom and reception areas.
- Ensure brochures and marketing materials are properly displayed and stocked.
- Monitor windows, doors, displays, and other showroom areas to ensure they are properly secured and maintained.
- Report maintenance concerns to the appropriate team member.
- Periodically check customer-facing areas, including the front restroom, for cleanliness and presentation.
- Maintain inventory of brochures and other customer-facing materials.
Office and Showroom Supplies:
- Monitor and maintain showroom refreshments, including beverages and snacks.
- Maintain kitchen supplies such as plates, bowls, utensils, soap, air fresheners, and basic kitchen items.
- Monitor coffee, cream, sugar, and related office supplies.
- Coordinate with appropriate departments before ordering warehouse-related supplies.
- Monitor vending machine service and communicate any issues to the appropriate vendor.
- Coordinate with cleaning and maintenance vendors regarding facility supplies or service needs.
- Place supply orders as needed while maintaining appropriate inventory levels.
Shipping and Mailing:
- Assist with outgoing shipments for internal departments.
- Gather required shipping information, including recipient contact information, shipping address, package dimensions, weight, and delivery requirements.
- Prepare shipment labels and documentation using the company's shipping system.
- Provide tracking information and shipment confirmation to the employee or department requesting the shipment.
- Maintain shipping materials and order additional supplies as needed.
- Prepare and mail brochures and other marketing materials requested by customers or prospects.
- Maintain appropriate mailing supplies and postage.
Vendors and Visitors:
- Greet visiting vendors and suppliers and determine whether they have a scheduled appointment.
- Notify the appropriate employee when a scheduled vendor or supplier arrives.
- Collect contact information or business cards from unscheduled vendors.
- Communicate vendor information to the appropriate department for future follow-up.
- Maintain professionalism when coordinating unexpected vendor visits.
Company Directory and Employee Communications:
- Maintain and update the company phone directory as employees join, leave, change departments, or change positions.
- Coordinate with Human Resources and Information Technology regarding directory updates.
- Distribute updated company directories on a regular basis.
- Assist with monthly employee birthday and anniversary announcements.
- Create engaging employee birthday and anniversary graphics using information provided by Human Resources.
- Coordinate monthly internal communications as needed.
Administrative Support:
- Assist with digital document filing for the Service Department.
- Upload and organize service-related documents within the company's internal systems.
- Maintain accurate electronic records and ensure documents are associated with the appropriate customer or service record.
- Provide general administrative support to departments as assigned.
Marketing Support:
- Monitor incoming requests for physical brochures and marketing materials.
- Prepare brochures, thank-you cards, and other materials for mailing.
- Coordinate business card orders for new employees and team members as needed.
- Update approved business card templates with employee information.
- Coordinate shipment of marketing materials to sales representatives.
- Work with appropriate team members to distribute brochures, flyers, and promotional materials to outside sales representatives.
- Maintain and update lead-tracking spreadsheets or systems.
- Record incoming leads and assigned sales representatives accurately.
- Create basic social media content, including short videos, slideshows, and product-focused graphics.
- Use Canva or similar design software to create marketing and internal communication materials.
- Assist with edits and creation of company flyers and promotional materials.
- Assist with updates to installation instructions and other customer-facing materials.
- Maintain inventory of branded merchandise and coordinate reorders as needed.
- Assist with additional marketing projects and administrative needs as assigned.
That's a lot. We'll put all in a
.
Now Requirements: combine Qualifications, Education and Experience, Physical and Other Requirements.
Qualifications list:
- Excellent verbal and written communication skills.
- Strong customer service and interpersonal skills.
- Professional and welcoming demeanor.
- Strong organizational and time-management skills.
- Ability to manage multiple responsibilities and priorities simultaneously.
- Strong attention to detail and accuracy.
- Ability to communicate effectively with customers, employees, vendors, contractors, and applicants.
- Ability to work independently while also supporting multiple departments.
- Comfortable using computers, email, spreadsheets, and web-based systems.
- Ability to handle sensitive or internal company information professionally.
- Reliable, proactive, and willing to assist wherever needed.
Education and Experience:
- High school diploma or equivalent required.
- Previous receptionist, administrative assistant, customer service, office support, or similar experience preferred.
- Experience working in a fast-paced office, construction, manufacturing, or building-materials environment is a plus.
- Experience with Microsoft Office, Google Workspace, Canva, or similar software preferred.
- Experience with social media content creation or basic marketing support is a plus.
Physical and Other
for prose. Do NOT repeat the job title as a heading. Do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it. Preserve ALL substantive information; do NOT invent or summarize away detail. Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. IMPORTANT: include a section ONLY when the posting has real, specific content for it — never emit a heading followed by filler/placeholder text (e.g. "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless the posting actually states them. Prefer a few substantive sections over many thin ones. We need to parse the job description. We have sections: Company Overview, Position Summary, Essential Duties and Responsibilities (with subcategories), Qualifications, Education and Experience, Physical and Other Requirements, Work Schedule, Benefits Offered, EEO statement (to remove). Also there is Title, Function, Location, Employment Classification, Industry (metadata). We need to fold minor metadata into a short
or drop it. Probably we can include a short paragraph with location, employment type, etc. We need to decide which sections to output: About the role (maybe position summary), Responsibilities (essential duties), Requirements (maybe qualifications + education/experience + physical requirements), Skills (maybe from qualifications), Benefits (benefits offered), Schedule (work schedule). Pay is not mentioned, so we should not create Pay section. We must not create sections with filler. So we need to ensure each heading has substantive content. We need to use
for each section heading.
We need to use - for any list of duties/requirements/benefits. So for responsibilities we can list each duty as
- . For qualifications we can list each bullet as
- . For benefits we can list each benefit as
- . For schedule maybe just a
.
We need to preserve all substantive information; do not invent or summarize away detail. So we need to include all duties listed, all qualifications, etc. However we can group them logically but must not lose detail. The instruction: "Prefer a few substantive sections over many thin ones." So we can combine some sections but must keep content.
We need to avoid duplication. The posting has some duplicated lines? Not obvious.
We need to remove EEO statement and legal boilerplate.
We need to output only HTML fragment, no /, no markdown fences.
Let's craft.
First, maybe a short
for metadata: "Location: Houston, TX | Employment Type: Full‑Time | Industry: Manufacturing / Building Materials". Could be a paragraph.
Then sections:
About the role
Position summary: The Receptionist & Marketing Support Coordinator serves as the first point of contact for customers, vendors, applicants, and visitors while providing administrative and marketing support to multiple departments within the organization.
But we could also incorporate company overview? The instruction says use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we should use those exact headings? It says e.g., meaning examples. We can use those headings. Probably better to use those standard headings.
Thus:
About the role
(position summary)
Responsibilities
(list duties)
Requirements
(maybe combine qualifications, education/experience, physical requirements)
Skills
(maybe separate? But we could combine with qualifications. However we need to avoid thin sections. Could merge qualifications and skills into Requirements or Skills. But we need to follow instruction: Prefer a few substantive sections over many thin ones. So we could have About the role, Responsibilities, Requirements (which includes qualifications, education/experience, physical), Benefits, Schedule. That's 5 sections.
We need to ensure we don't create Skills section if we don't have distinct skills beyond qualifications. But we could still have Skills if we want, but better to avoid thin.
Thus we will have:
- About the role
- Responsibilities
- Requirements
- Benefits
- Schedule
Now we need to list all substantive info.
Let's extract details.
Company Overview: Could be included in About the role? Might be considered metadata. But we can include a short paragraph about company overview in About the role? The instruction says preserve ALL substantive information. So we need to include company overview details somewhere. Could be in About the role paragraph.
Thus About the role: combine company overview and position summary.
Let's write:
RAM Windows & Doors is an exciting and rapidly growing manufacturer of residential and commercial windows and doors. Since 1978, RAM has been committed to providing high-quality products and exceptional service to builders, contractors, dealers, architects, and homeowners throughout Texas. As RAM continues to expand its product lines and market presence, we are looking for motivated, dependable, and detail-oriented individuals who enjoy working in a fast-paced and collaborative environment. The Receptionist & Marketing Support Coordinator serves as the first point of contact for customers, vendors, applicants, and visitors while providing administrative and marketing support to multiple departments within the organization.
That seems good.
Now Responsibilities: need to list all essential duties. The posting has many bullet points grouped under categories: Reception and Customer Service, Phone Support, Showroom and Office Support, Office and Showroom Supplies, Shipping and Mailing, Vendors and Visitors, Company Directory and Employee Communications, Administrative Support, Marketing Support.
We need to preserve all duties. We'll create a with each duty as - . We need to ensure we don't lose any.
Let's extract each duty line:
Reception and Customer Service:
- Greet customers, vendors, applicants, and other visitors in a professional and welcoming manner.
- Assist walk-in customers with the sign-in process and notify the appropriate sales representative of their arrival.
- Offer refreshments to customers and guests when appropriate.
- Provide employment applications to walk-in applicants and forward completed applications to Human Resources.
- Coordinate with appropriate team members when sales representatives or other requested employees are unavailable.
- Maintain a professional and organized front desk and reception area.
Phone Support:
- Answer and route incoming company phone calls in a courteous and professional manner.
- Gather appropriate information from callers to determine the correct department or team member.
- Identify the customer's location and the type of project or service being requested.
- Route commercial inquiries to the appropriate sales contact.
- Route replacement window and smaller project inquiries to the Inside Sales team.
- Gather contact and project information when a salesperson is unavailable and ensure the appropriate team member receives the information for follow-up.
- Route new construction inquiries from builders and general contractors to the appropriate sales representative.
- Assist callers from different Texas markets by gathering information and forwarding the inquiry to the appropriate sales team.
- Assist with dealer inquiries, including prospective dealer requests and customers seeking authorized dealers.
- Direct customers with service-related concerns to the appropriate service request process.
- Assist customers with questions regarding existing orders by connecting them with the appropriate salesperson or delivery contact.
- Document unusual or miscellaneous inquiries and forward them to management for follow-up.
Showroom and Office Support:
- Maintain the overall appearance and organization of the showroom and reception areas.
- Ensure brochures and marketing materials are properly displayed and stocked.
- Monitor windows, doors, displays, and other showroom areas to ensure they are properly secured and maintained.
- Report maintenance concerns to the appropriate team member.
- Periodically check customer-facing areas, including the front restroom, for cleanliness and presentation.
- Maintain inventory of brochures and other customer-facing materials.
Office and Showroom Supplies:
- Monitor and maintain showroom refreshments, including beverages and snacks.
- Maintain kitchen supplies such as plates, bowls, utensils, soap, air fresheners, and basic kitchen items.
- Monitor coffee, cream, sugar, and related office supplies.
- Coordinate with appropriate departments before ordering warehouse-related supplies.
- Monitor vending machine service and communicate any issues to the appropriate vendor.
- Coordinate with cleaning and maintenance vendors regarding facility supplies or service needs.
- Place supply orders as needed while maintaining appropriate inventory levels.
Shipping and Mailing:
- Assist with outgoing shipments for internal departments.
- Gather required shipping information, including recipient contact information, shipping address, package dimensions, weight, and delivery requirements.
- Prepare shipment labels and documentation using the company's shipping system.
- Provide tracking information and shipment confirmation to the employee or department requesting the shipment.
- Maintain shipping materials and order additional supplies as needed.
- Prepare and mail brochures and other marketing materials requested by customers or prospects.
- Maintain appropriate mailing supplies and postage.
Vendors and Visitors:
- Greet visiting vendors and suppliers and determine whether they have a scheduled appointment.
- Notify the appropriate employee when a scheduled vendor or supplier arrives.
- Collect contact information or business cards from unscheduled vendors.
- Communicate vendor information to the appropriate department for future follow-up.
- Maintain professionalism when coordinating unexpected vendor visits.
Company Directory and Employee Communications:
- Maintain and update the company phone directory as employees join, leave, change departments, or change positions.
- Coordinate with Human Resources and Information Technology regarding directory updates.
- Distribute updated company directories on a regular basis.
- Assist with monthly employee birthday and anniversary announcements.
- Create engaging employee birthday and anniversary graphics using information provided by Human Resources.
- Coordinate monthly internal communications as needed.
Administrative Support:
- Assist with digital document filing for the Service Department.
- Upload and organize service-related documents within the company's internal systems.
- Maintain accurate electronic records and ensure documents are associated with the appropriate customer or service record.
- Provide general administrative support to departments as assigned.
Marketing Support:
- Monitor incoming requests for physical brochures and marketing materials.
- Prepare brochures, thank-you cards, and other materials for mailing.
- Coordinate business card orders for new employees and team members as needed.
- Update approved business card templates with employee information.
- Coordinate shipment of marketing materials to sales representatives.
- Work with appropriate team members to distribute brochures, flyers, and promotional materials to outside sales representatives.
- Maintain and update lead-tracking spreadsheets or systems.
- Record incoming leads and assigned sales representatives accurately.
- Create basic social media content, including short videos, slideshows, and product-focused graphics.
- Use Canva or similar design software to create marketing and internal communication materials.
- Assist with edits and creation of company flyers and promotional materials.
- Assist with updates to installation instructions and other customer-facing materials.
- Maintain inventory of branded merchandise and coordinate reorders as needed.
- Assist with additional marketing projects and administrative needs as assigned.
That's a lot. We'll put all in a
.
Now Requirements: combine Qualifications, Education and Experience, Physical and Other Requirements.
Qualifications list:
- Excellent verbal and written communication skills.
- Strong customer service and interpersonal skills.
- Professional and welcoming demeanor.
- Strong organizational and time-management skills.
- Ability to manage multiple responsibilities and priorities simultaneously.
- Strong attention to detail and accuracy.
- Ability to communicate effectively with customers, employees, vendors, contractors, and applicants.
- Ability to work independently while also supporting multiple departments.
- Comfortable using computers, email, spreadsheets, and web-based systems.
- Ability to handle sensitive or internal company information professionally.
- Reliable, proactive, and willing to assist wherever needed.
Education and Experience:
- High school diploma or equivalent required.
- Previous receptionist, administrative assistant, customer service, office support, or similar experience preferred.
- Experience working in a fast-paced office, construction, manufacturing, or building-materials environment is a plus.
- Experience with Microsoft Office, Google Workspace, Canva, or similar software preferred.
- Experience with social media content creation or basic marketing support is a plus.
Physical and Other
. We need to preserve all substantive information; do not invent or summarize away detail. So we need to include all duties listed, all qualifications, etc. However we can group them logically but must not lose detail. The instruction: "Prefer a few substantive sections over many thin ones." So we can combine some sections but must keep content. We need to avoid duplication. The posting has some duplicated lines? Not obvious. We need to remove EEO statement and legal boilerplate. We need to output only HTML fragment, no /, no markdown fences. Let's craft. First, maybe a short
for metadata: "Location: Houston, TX | Employment Type: Full‑Time | Industry: Manufacturing / Building Materials". Could be a paragraph. Then sections:
About the role
Position summary: The Receptionist & Marketing Support Coordinator serves as the first point of contact for customers, vendors, applicants, and visitors while providing administrative and marketing support to multiple departments within the organization.
But we could also incorporate company overview? The instruction says use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we should use those exact headings? It says e.g., meaning examples. We can use those headings. Probably better to use those standard headings.
Thus:
About the role
(position summary)
Responsibilities
(list duties)
Requirements
(maybe combine qualifications, education/experience, physical requirements)
Skills
(maybe separate? But we could combine with qualifications. However we need to avoid thin sections. Could merge qualifications and skills into Requirements or Skills. But we need to follow instruction: Prefer a few substantive sections over many thin ones. So we could have About the role, Responsibilities, Requirements (which includes qualifications, education/experience, physical), Benefits, Schedule. That's 5 sections.
We need to ensure we don't create Skills section if we don't have distinct skills beyond qualifications. But we could still have Skills if we want, but better to avoid thin.
Thus we will have:
- About the role
- Responsibilities
- Requirements
- Benefits
- Schedule
Now we need to list all substantive info.
Let's extract details.
Company Overview: Could be included in About the role? Might be considered metadata. But we can include a short paragraph about company overview in About the role? The instruction says preserve ALL substantive information. So we need to include company overview details somewhere. Could be in About the role paragraph.
Thus About the role: combine company overview and position summary.
Let's write:
RAM Windows & Doors is an exciting and rapidly growing manufacturer of residential and commercial windows and doors. Since 1978, RAM has been committed to providing high-quality products and exceptional service to builders, contractors, dealers, architects, and homeowners throughout Texas. As RAM continues to expand its product lines and market presence, we are looking for motivated, dependable, and detail-oriented individuals who enjoy working in a fast-paced and collaborative environment. The Receptionist & Marketing Support Coordinator serves as the first point of contact for customers, vendors, applicants, and visitors while providing administrative and marketing support to multiple departments within the organization.
That seems good. Now Responsibilities: need to list all essential duties. The posting has many bullet points grouped under categories: Reception and Customer Service, Phone Support, Showroom and Office Support, Office and Showroom Supplies, Shipping and Mailing, Vendors and Visitors, Company Directory and Employee Communications, Administrative Support, Marketing Support. We need to preserve all duties. We'll create a- with each duty as
- . We need to ensure we don't lose any.
Let's extract each duty line:
Reception and Customer Service:
- Greet customers, vendors, applicants, and other visitors in a professional and welcoming manner.
- Assist walk-in customers with the sign-in process and notify the appropriate sales representative of their arrival.
- Offer refreshments to customers and guests when appropriate.
- Provide employment applications to walk-in applicants and forward completed applications to Human Resources.
- Coordinate with appropriate team members when sales representatives or other requested employees are unavailable.
- Maintain a professional and organized front desk and reception area.
Phone Support:
- Answer and route incoming company phone calls in a courteous and professional manner.
- Gather appropriate information from callers to determine the correct department or team member.
- Identify the customer's location and the type of project or service being requested.
- Route commercial inquiries to the appropriate sales contact.
- Route replacement window and smaller project inquiries to the Inside Sales team.
- Gather contact and project information when a salesperson is unavailable and ensure the appropriate team member receives the information for follow-up.
- Route new construction inquiries from builders and general contractors to the appropriate sales representative.
- Assist callers from different Texas markets by gathering information and forwarding the inquiry to the appropriate sales team.
- Assist with dealer inquiries, including prospective dealer requests and customers seeking authorized dealers.
- Direct customers with service-related concerns to the appropriate service request process.
- Assist customers with questions regarding existing orders by connecting them with the appropriate salesperson or delivery contact.
- Document unusual or miscellaneous inquiries and forward them to management for follow-up.
Showroom and Office Support:
- Maintain the overall appearance and organization of the showroom and reception areas.
- Ensure brochures and marketing materials are properly displayed and stocked.
- Monitor windows, doors, displays, and other showroom areas to ensure they are properly secured and maintained.
- Report maintenance concerns to the appropriate team member.
- Periodically check customer-facing areas, including the front restroom, for cleanliness and presentation.
- Maintain inventory of brochures and other customer-facing materials.
Office and Showroom Supplies:
- Monitor and maintain showroom refreshments, including beverages and snacks.
- Maintain kitchen supplies such as plates, bowls, utensils, soap, air fresheners, and basic kitchen items.
- Monitor coffee, cream, sugar, and related office supplies.
- Coordinate with appropriate departments before ordering warehouse-related supplies.
- Monitor vending machine service and communicate any issues to the appropriate vendor.
- Coordinate with cleaning and maintenance vendors regarding facility supplies or service needs.
- Place supply orders as needed while maintaining appropriate inventory levels.
Shipping and Mailing:
- Assist with outgoing shipments for internal departments.
- Gather required shipping information, including recipient contact information, shipping address, package dimensions, weight, and delivery requirements.
- Prepare shipment labels and documentation using the company's shipping system.
- Provide tracking information and shipment confirmation to the employee or department requesting the shipment.
- Maintain shipping materials and order additional supplies as needed.
- Prepare and mail brochures and other marketing materials requested by customers or prospects.
- Maintain appropriate mailing supplies and postage.
Vendors and Visitors:
- Greet visiting vendors and suppliers and determine whether they have a scheduled appointment.
- Notify the appropriate employee when a scheduled vendor or supplier arrives.
- Collect contact information or business cards from unscheduled vendors.
- Communicate vendor information to the appropriate department for future follow-up.
- Maintain professionalism when coordinating unexpected vendor visits.
Company Directory and Employee Communications:
- Maintain and update the company phone directory as employees join, leave, change departments, or change positions.
- Coordinate with Human Resources and Information Technology regarding directory updates.
- Distribute updated company directories on a regular basis.
- Assist with monthly employee birthday and anniversary announcements.
- Create engaging employee birthday and anniversary graphics using information provided by Human Resources.
- Coordinate monthly internal communications as needed.
Administrative Support:
- Assist with digital document filing for the Service Department.
- Upload and organize service-related documents within the company's internal systems.
- Maintain accurate electronic records and ensure documents are associated with the appropriate customer or service record.
- Provide general administrative support to departments as assigned.
Marketing Support:
- Monitor incoming requests for physical brochures and marketing materials.
- Prepare brochures, thank-you cards, and other materials for mailing.
- Coordinate business card orders for new employees and team members as needed.
- Update approved business card templates with employee information.
- Coordinate shipment of marketing materials to sales representatives.
- Work with appropriate team members to distribute brochures, flyers, and promotional materials to outside sales representatives.
- Maintain and update lead-tracking spreadsheets or systems.
- Record incoming leads and assigned sales representatives accurately.
- Create basic social media content, including short videos, slideshows, and product-focused graphics.
- Use Canva or similar design software to create marketing and internal communication materials.
- Assist with edits and creation of company flyers and promotional materials.
- Assist with updates to installation instructions and other customer-facing materials.
- Maintain inventory of branded merchandise and coordinate reorders as needed.
- Assist with additional marketing projects and administrative needs as assigned.
That's a lot. We'll put all in a
- .
Now Requirements: combine Qualifications, Education and Experience, Physical and Other Requirements.
Qualifications list:
- Excellent verbal and written communication skills.
- Strong customer service and interpersonal skills.
- Professional and welcoming demeanor.
- Strong organizational and time-management skills.
- Ability to manage multiple responsibilities and priorities simultaneously.
- Strong attention to detail and accuracy.
- Ability to communicate effectively with customers, employees, vendors, contractors, and applicants.
- Ability to work independently while also supporting multiple departments.
- Comfortable using computers, email, spreadsheets, and web-based systems.
- Ability to handle sensitive or internal company information professionally.
- Reliable, proactive, and willing to assist wherever needed.
Education and Experience:
- High school diploma or equivalent required.
- Previous receptionist, administrative assistant, customer service, office support, or similar experience preferred.
- Experience working in a fast-paced office, construction, manufacturing, or building-materials environment is a plus.
- Experience with Microsoft Office, Google Workspace, Canva, or similar software preferred.
- Experience with social media content creation or basic marketing support is a plus.
Physical and Other