Visual Communications Assistant

$40,000 - $100,000/Yr

Unclassified - Boca Raton, FL

Full-time - Entry Level

Boca Raton, FL

About the position

The Visual Communications Assistant plays a crucial role in supporting the daily operations of the center under the general direction of the Center Manager or Franchise Partner. This position is essential for ensuring smooth communication and efficient workflow within the center. The assistant will be involved in various administrative tasks that contribute to the overall functionality of the center, including customer service, sales support, and maintaining the store's appearance. The role requires a proactive approach to identifying sales opportunities and assisting the sales team in various capacities, ensuring that customer needs are met promptly and effectively. In addition to administrative duties, the Visual Communications Assistant will be responsible for managing office supplies, maintaining cleanliness in the store, and assisting with accounting tasks such as managing customer statements and bank runs. The assistant will also support the Visual Communications Expert by handling vendor communications and minor project management tasks. This position requires a blend of organizational skills, customer service orientation, and the ability to work collaboratively with the team to achieve sales goals and maintain a positive customer experience. The ideal candidate will embody the FASTSIGNS sales mentality, recognizing that everyone in the center contributes to sales and customer satisfaction. This role is vital for creating a welcoming environment for customers and ensuring that the center operates efficiently and effectively. The assistant will also serve as a backup for various roles within the center, demonstrating flexibility and a willingness to assist wherever needed.

Responsibilities

• Answer the phone and direct callers to the appropriate individual.
• Copy and file documents, work orders, estimates, invoices, etc., as needed.
• Assist the sales team by contacting customers when orders are ready for pickup, labeling and mailing marketing materials, and delivering orders when needed.
• Maintain store appearance by vacuuming, emptying trash cans, cleaning counters and windows, straightening showroom, and updating in-store merchandising.
• Assist accounting by printing and calling the aging report customers, printing and mailing statements, making bank runs, and posting checks if requested.
• Order and manage office supplies, ensuring departmental needs are met and equipment is stocked with necessary supplies.
• Assist Visual Communications Expert by contacting vendors for pricing, shipping updates, and customer service needs.
• Serve as a production backup when needed.
• Input data, fax, mail, copy, and file documents.
• Manage incoming emails and redirect to appropriate staff member.
• Participate in and practice the FASTSIGNS sales mentality of 'Everybody Sells'.
• Constantly look for sales opportunities for the center.
• Serve as a backup for answering the phone if the franchise partner, manager, and sales/service employees are busy assisting other customers.
• Assist at the front counter as needed.
• Understand the sales process enough to consult with customers to determine project needs and solutions.

Requirements

• Strong communication skills, both verbal and written.
• Ability to multitask and manage time effectively.
• Basic knowledge of office software and equipment.
• Customer service experience is preferred.
• Organizational skills and attention to detail.

Nice-to-haves

• Experience in a retail or customer service environment.
• Familiarity with visual communications or signage industry.