Administrative Coordinator at CIP International, Inc

About CIP

CIP Retail is a turnkey firm specializing in creative design, engineering, manufacturing, and installation of interior decor, customer communication signage, and millwork for retail environments. Whether designing from scratch, or partnering with a design firm, CIP Retail is driven to provide value-focused solutions to meet the retailer's budgetary requirements with the highest impact. Combining the very latest state-of-the-art technology with unmatched craftsmanship, CIP Retail has the experience and know-how to produce nearly anything you can imagine.

Department: Administration

Title: Receptionist/Administrative Assistant

Reports to: HR Director

Location: CIP Fairfield Office (on site)

Position Summary

The Receptionist/Administrative Assistant is an integral part of our operations as the person responsible for greeting and welcoming our customers, assisting and facilitating all aspects of front office operations, and administrative support for the Leadership team. As the Administrative Assistant you will be performing clerical and administrative tasks to help our organization run smoothly.

Core Responsibilities

• Greet customers and visitors to the office, ensuring guests are comfortable and connected with the right office personnel
• Coordinate and oversee office activities, such as answering the main phone line, responding to email inquiries, assisting Leadership with correspondence, meetings, appointments, travel arrangements, and catering
• Ensure office areas are tidy and organized, including reception and common areas
• Maintain a polite, helpful, and professional manner
• Assist with the coordination and organization of internal events
• Manage schedules for conference and community spaces
• Monitor and request inventory for office and break room supplies
• Manage incoming and outgoing correspondence, including mail, packages and faxes
• Assist accounting with the processing of customer orders, billing, scanning and filing
• Submitting work orders and scheduling repairs for general office space and equipment, as directed
• Handle sensitive information in a confidential manner

Additional Responsibilities

• Adheres to all company policies, procedures, and business ethics codes
• As part of a small office team, perform other duties as assigned

Knowledge and Skill Preferences

• Associate's degree in business administration or relatable administrative training may be advantageous
• Proven excellence as an administrative assistant, office administrator, receptionist, or other relevant position within a manufacturing environment
• Experience and ability to effectively operate a multi-line phone system
• Practical experience with CRM and/or accounting software (i.e. Sage, Epicor, ERP system), helpful
• Practical experience with CRM and/or accounting software, such as Sage, helpful
• High degree of personal integrity and confidentiality
• Knowledge of Microsoft Office products (e.g. Word, Excel, PowerPoint)
• Strong written and verbal communication skills
• Excellent organizational and time management skills
• Positive attitude and ability to build relationships with customers and colleagues
• Keen attention to detail
• Problem-solving and basic troubleshooting skills

Working Conditions

This position typically operates in a professional, business casual office environment

Standard office hours (e.g., 8am to 5pm, Monday to Friday), occasional overtime may be required based on business need

Excellent attendance is required

Sitting and standing for long periods of time

Ability to lift up to 20lbs

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