Front Office & Administrative Coordinator

At Mayer Signs, we believe great customer service and organization are just as important as the work we create. We're looking for a dependable and organized Front Office & Administrative Coordinator who can create a welcoming experience for our clients while helping keep our office and daily operations running smoothly. This position will serve as a key point of contact for customers, vendors, and employees while providing administrative support to company leadership and assisting with basic bookkeeping and invoicing. The ideal candidate will be friendly, professional, detail-oriented, and able to confidently manage multiple tasks in a fast-paced environment.

Front Office & Administrative Coordinator Responsibilities:

• Answer incoming phone calls, direct calls to the appropriate team member, and take messages as needed.
• Greet and assist clients, vendors, and visitors entering the office and manage daily foot traffic.
• Serve as a primary point of contact for general customer questions, project updates, pickups, payments, and other office needs.
• Provide administrative and organizational support to the owner and design/office team.
• Assist with scheduling, appointments, meetings, reminders, paperwork, filing, and other day-to-day administrative tasks.
• Help organize and maintain customer information, project paperwork, office records, and other important documents.
• Prepare, organize, and send customer invoices while ensuring information is accurate and complete.
• Assist with basic bookkeeping tasks, including recording payments, organizing receipts and financial paperwork, and tracking outstanding invoices.
• Communicate with customers regarding invoices, payments, and account questions when needed.
• Assist with following up on projects, customer information, paperwork, and other items to help keep office operations moving efficiently.
• Maintain a professional, organized, and welcoming front office environment.
• Assist with other administrative duties and special projects as needed.

Front Office & Administrative Coordinator Requirements:

• High school diploma or GED.
• Previous experience in an office, receptionist, administrative, customer service,
or bookkeeping role preferred.
• Strong customer service and communication skills.
• Professional, friendly, and confident when communicating with customers in
person and over the phone.
• Strong organizational and time-management skills with exceptional attention to
detail.
• Basic bookkeeping and invoicing experience preferred.
• Basic knowledge of Sales tax and Use tax in NE & SD.
• Comfortable using computers, email, Microsoft Office, QuickBooks and other
business software.
• Ability to learn and confidently use Mayer Signs' accounting, scheduling, and
project management systems.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines
in a fast-paced environment.
• Dependable, punctual, and able to work independently with minimal
supervision.
• Ability to maintain confidentiality when handling customer, employee, and
company information.
• Desire to continue building skill sets through education, training, and hands-on
experience.
• Positive attitude and willingness to work as part of a team.