Office Coordinator - JH Design Unlimited

Job Summary:

JH Design Unlimited is looking for a responsible and proactive Service Coordinator / Administrative Assistant to manage a variety of administrative, clerical, and customer service tasks. The Service Coordinator will be the main point of contact for our clients, provide support to our managers and employees, and ensure the smooth operation of daily office activities.

The ideal candidate should possess strong communication and multitasking skills, have experience in job coordination and scheduling, and be highly organized in using tools like MS Excel and office equipment.

Responsibilities:

• Client Communication & Support:
  • Serve as the primary point of contact for clients, answering phones, emails, and providing accurate information about our design, print, and wrapping services.
  • Maintain strong, ongoing communication with clients, providing updates on their projects and addressing any questions or concerns.
  • Write and distribute emails, correspondence memos, letters, and forms to clients and team members.
• Job Coordination & Scheduling:
  • Organize and schedule appointments for consultations, design sessions, and car wrapping services.
  • Coordinate with the design and wrap teams to ensure efficient service delivery and proper resource allocation.
  • Keep track of ongoing projects, monitor timelines, and schedule different phases of projects accordingly to ensure timely completion.
  • Assist in writing up estimates, creating invoices, and processing payments, ensuring accuracy and timely delivery.
• Office Management & Administration:
  • Update and maintain office policies and procedures, ensuring compliance and consistency.
  • Maintain an organized filing system for company documents, project files, and client information.
  • Order and manage office supplies, inventory, and job-specific products; research new deals and negotiate with suppliers for cost-effective purchasing.
  • Keep contact lists and client databases up to date and accurate.
• Inventory Management:
  • Track and manage inventory levels for materials and supplies, coordinating with suppliers to ensure timely restocking.
  • Collaborate with the team to forecast inventory needs for upcoming projects and order accordingly.
• General Office Support:
  • Provide general support to visitors, ensuring a welcoming and professional environment.
  • Work closely with the Office Manager to ensure a smooth working environment for all staff.
  • Use office equipment such as printers, copiers, and phone systems efficiently; troubleshoot and resolve any issues.
• Process Improvement & Quality Control:
  • Identify opportunities for process improvement in office and service coordination procedures.
  • Ensure all services meet JH Design’s quality standards and client expectations through diligent follow-up and quality checks.

Skills and Qualifications:

• Proven experience as an administrative assistant, office coordinator, or similar role, preferably within the design, automotive, or related industry.
• Strong job coordination and scheduling experience; ability to manage multiple projects and deadlines.
• Exceptional multitasking skills, with the ability to handle a fast-paced and dynamic work environment.
• Knowledge of office management systems and procedures.
• Proficiency in MS Office (MS Excel and MS Outlook, in particular) is extremely important for this position.
• Knowledge with Quickbooks Online is a plus. 
• Excellent written and verbal communication skills, with keen attention to detail.
• Strong organizational and problem-solving skills; ability to prioritize and manage time effectively.
• High School degree required; additional qualifications as an Administrative Assistant or Secretary will be a plus.

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