Administrative Assistant

Administrative Assistant Jingle Bell Lights is seeking a highly organized and proactive Administrative Assistant to join our team. We're a fast-paced, growing company specializing in holiday and seasonal lighting and decor for residential and commercial properties. We're looking for a detail-oriented individual who can manage daily operations, support our leadership team, and ensure our business runs smoothly, especially during our busy season. Key Responsibilities As our Administrative Assistant, you'll be the backbone of our administrative operations.

Your responsibilities will include:

Seasonal and Daily Operations:

Scheduling and Client Communication:

Manage and confirm daily client schedules, communicate with clients about their appointments, and coordinate any rescheduling with the management team.

System and Data Management:

Maintain accurate client information and project details in our CRM (Kickserv) and cloud storage (DropBox). Ensure all client files, including maps, photos, and project notes, are current and organized for our crews.

Crew Support:

Prepare daily job folders with all necessary information, maps, and packing slips. Verify crew reports and notes, ensuring all details about labor hours, decor additions, and replacements are documented.

Inventory and Logistics:

Compile weekly lists of inventory replacements and additions for the management team. Ensure all new decor recommendations are noted for the following season's planning.

Administrative & Executive Support:

Office Management:

Handle daily office tasks, including managing supplies, keeping the workspace clean and organized, and coordinating catering and snacks for the team.

Financial and HR Tasks:

Process new hire paperwork, and manage payroll-related documents in coordination with our payroll partners.

Customer Service:

Act as the first point of contact for incoming calls. Greet clients warmly and provide detailed information about our services, pricing, and policies. Troubleshoot minor issues with clients over the phone.

Team Coordination:

Assist with activating and deactivating services for the team, such as GPS tracking, and fleet vehicle toll passes, in line with the seasonal schedule. Qualifications Proven experience in an office management or executive assistant role, preferably in a small to medium-sized business. Exceptional organizational skills and a strong attention to detail. Proficiency with business software, including CRM, scheduling, and accounting tools. Experience with Kickserv or CRM software is a plus. Excellent communication skills, both written and verbal. Ability to work independently and manage multiple tasks in a fast-paced environment. A positive attitude and a proactive approach to problem-solving. This is a fantastic opportunity for someone who thrives in a dynamic environment and enjoys being an integral part of a team's success. If you're ready to help us brighten up our clients' days, we encourage you to apply.

Contract Details:

This position is a 6-month contract starting in September and ending in February. There is an opportunity for permanent employment based on performance and business needs. Must be willing to commute to office in Apopka.

Job Types:

Full-time, Contract, Temp-to-hire Pay:

$650.00 - $1,000.00 per week

Language:

Spanish (Required)

Work Location:

In person