Simi Valley
Job Description Company Overview: Visible Graphics, Inc. is a nationwide sign company that partners with high-end retail clients to create visually impactful signage solutions. We are committed to delivering top-quality services and fostering strong client relationships. As we continue to grow, we are looking for a seasoned Project Manager with a background in construction and strong managerial skills to lead our team and ensure the successful delivery of projects across the nation. Job Summary: The Receptionist/Office Support Assistant serves as a central point of contact for the office, supporting management, employees, and visitors through efficient administrative support, professional communication, and a friendly, welcoming presence that promotes a positive workplace experience. Responsibilities: Project Related Functions • Order materials for Signage, • Create Purchase Orders, • Prepare weekly vendor invoices, • Create and maintain job folders/e-folders, • Request Completion Photos from Vendors, • Request installation quotes from vendors, • Update project management software with current data, timelines, and task progress General Office Functions • Provide comprehensive administrative and clerical support to office staff, Project Managers, executives, and departments (Accounting, HR, Office Management)., • Greet clients and visitors; answer, screen, and route phone calls; manage voicemails, messages, and appointments., • Maintain office calendars, schedules, and conference room coordination; set up meetings and assist with company events and celebrations., • File and e-file company documents, correspondence, contracts, and property-related records., • Order, organize, and maintain office, kitchen, and supply cabinet inventory., • Receive, distribute, and manage mail, packages, and shipping (including UPS labels)., • Handle office maintenance requests and coordinate with vendors as needed., • Coordinate weekly office routines (installer schedules, coffee and breakfast runs, birthdays, and work anniversaries)., • Assist the CEO and CFO, including support for four LLC properties (maintenance coordination, rent tracking, tenant follow-up, and document management)., • Support Accounting with vendor payment mailings and related tasks., • Make travel arrangements, including flights, hotels, transportation, and dining reservations., • Communicate effectively with office staff and project teams regarding ongoing tasks., • Demonstrate adaptability, professionalism, and willingness to assist with additional tasks and projects as assigned. Essential Functions and Physical Requirements: • Physical Tasks: Lift and move items up to 45 lbs., including shelving up to 3 feet high and transporting up to 100 feet., • Seated Work: Remain seated for extended periods (about 75% of the workday)., • Office Mobility: Walk within the office to coordinate with project managers and coworkers (about 10% of the time)., • Detail-oriented and deadline-driven; thrives in fast-paced, multitask environments, • Highly organized with strong follow-up and prioritization skills, • Proficient in Microsoft Word, Outlook, Excel; basic QuickBooks knowledge, • Typing speed: 45+ WPM, • Excellent verbal, written, and phone communication skills, • Skilled in file management, proofreading, correspondence, and general administrative support Minimum of 1-2 years of experience in an office environment. Benefits: • Healthcare: Medical, Dental, Vision, and Life Insurance (eligibility after 90 days), • Retirement: 401(k) plan, • Paid Time Off:, • 40 hours of vacation annually (after one year of full-time employment), • 40 hours of sick leave, • Competitive salary and benefits package, • Exciting, impactful work with high-end retail clients, • Collaborative and supportive team environment