Administrative Assistant

Position Type

Part-Time (30 hours per week + / - with set schedule, potential full-time with growth / experience)

Hours : (flexible)

Reports to

President

Job Summary

The Administrative Assistant is a key support role for the design, sales, and operations teams. This position is responsible for managing communications, scheduling, vendor coordination, and special projects, ensuring the smooth operation of day-to-day business activities.

The ideal candidate is highly organized, detail-oriented, and capable of multitasking in a fast-paced environment.

Key Responsibilities

Client Communication

• Answer phone calls and respond to company texts.
• Semi-qualify potential leads and schedule in-studio consultations.
• Greet clients upon arrival for a welcoming studio experience.
• Confirm all design / sales meetings and communicate with the appropriate team member.

Scheduling

• Schedule and manage meetings for the sales team and president.
• Coordinate cabinet & countertop only projects, including multi-step scheduling : delivery, cabinetry installation, templating, countertop installation, and tile installation.

Morning Meetings

Attend and assist in leading daily morning huddles and weekly sales / production meetings.

Vendor & Delivery Coordination

• Coordinate and receive all incoming vendor deliveries.
• Maintain an organized warehouse, ensure the accuracy of deliveries, and inspect for damage.
• Keep Contractor Foreman software (CF) updated on purchase order statuses and manage delivery logistics.

Administrative Support

• Manage and organize the president’s email inbox, removing spam and blocking unwanted messages.
• Assist with warranty and punch list items, including problem-solving, creating punch lists in CF, ordering job completion parts, tracking deliveries, and scheduling installations.
• Support special projects assigned by the president or the design / sales team.

Office & Studio Organization

• Keep the studio, office, and product samples neat and well-organized.
• Assist walk-in clients with minor needs (e.g., hinges, hardware, countertops-only inquiries).

Direct Mailing Campaigns

Manage 5 up, 5 down, & 10 across direct mail campaigns for every construction project.

IT Support

Coordinate with Wavelength to handle and resolve IT-related issues for the team.

Vendor & Subcontractor Management

• Conduct product research, vet new vendors, and open accounts.
• Build relationships with subcontractors and maintain updated vendor / subcontractor files.
• Track subcontractor agreements and ensure insurance requirements are up to date.

Marketing Coordination

• Schedule and coordinate social media photo shoots and manage content postings through "Let’s Get Digital."
• Organize finished project photo shoots and upload photos to OneDrive.
• Work with Megan at The Write Company to manage website revisions.

Additional Responsibilities

At Toulmin Kitchen & Bath, we are a small, dynamic team, so this job description is not exhaustive. The Administrative Assistant may be asked to take on additional duties as required by the business's needs.

Flexibility and a willingness to adapt to new responsibilities are essential as you grow with the company. Taking on these additional tasks and demonstrating initiative is key to career growth and success within Toulmin Kitchen & Bath.

Opportunities for Growth :

• Take on small projects independently, such as product-only or countertop flip projects.
• Begin training on 2020 Design software for drawing purposes.
• Start building estimates in CF (or relevant project management software).

Qualifications :

• Excellent communication skills, both verbal and written.
• Strong organizational and multitasking abilities.
• Ability to handle client relations with a friendly, professional demeanor.
• Proficient in basic office software (e.g., Microsoft Office Suite).
• Experience with project management and design software (preferred but not required).
• Problem-solving skills and the ability to work independently.
Our Values :
• Respect
• Respect
• Integrity
• Passion
• Excellence
• Innovation
• Teamwork
• Completeness
• Urgency
• Performance
• Humility
• Service
4 days ago