Office Assistant

Who Thrives in This Role

•         Ownership and tenacity. You fix what’s off instead of reporting it, and stay with a task until it’s finished.
•        Attention to detail. You have an eye for the small details and catch small errors before anyone sees them.
•         Project management and prioritization. You carry work start to finish without reminders, and you know what comes first and what can wait five minutes.
•         Process person. You follow the SOP the same way every time and update them or write one when changes or doesn’t exist.
•         Maturity and discretion. You exemplify the values, stay steady under pressure, and handle personnel files, medical records, and pay information with discretion without exception.
•         Energy for people. You genuinely enjoy people, and solving someone’s problem or lending a hand is the best part of your day.
•         Team player with a willing nature. You back up whoever needs it, and your default answer is “yes.”

Success Determined By

•         Responds quickly to all calls (<2 rings), texts, web inquiries, and emails - resolving directly or routing appropriately.
•         Preconstruction and Annual Service appointments scheduled and logged in the CRM with 90% accuracy.
•         100% of new hire applicants screened, passed along to the appropriate hiring manager, and followed through to hire or rejection.
•         100% of new hire onboarding paperwork complete, compliant, and filed before the first day.
•         Labor law postings, E-Verify, and DOT medical records current at all times, with no compliance gaps.
•         Office and showroom guest-ready at all times; supplies stocked, office budget not exceeded, vendor issues resolved before they reach leadership.

Key Responsibilities

Front Desk & Customer Service

•         Welcome guests, answer and route calls, and serve as a primary customer touchpoint from pre-construction through project completion.
•         Back up the Appointment Center on setting initial project appointments; schedule and coordinate pre-construction and service appointments with clients and internal teams.
•         Communicate changes and confirmations to clients and staff; walk customers through the in-house showroom.

Office, Vendors & Purchasing

•       Coordinate all office vendors and services
•         Keep the lobby, reception, showroom, and shared spaces clean, organized, and guest-ready; sort and distribute mail and packages.
•         Order and maintain office supplies, janitorial supplies, pantry items, and branded apparel within the office budget.

Events & Company Culture

•         Own the Event Planning SOP for the Christmas party, company picnic, and spring and fall events, with planning support from an event planner.
•         Own the Company Meetings SOP for all-company and off-site meetings.
•         Decorate the office at Christmas, maintain spring flowers, and coordinate employee gifts.

Systems & Communications

•         Manage phone system settings, including the voicemail SOP for holidays and special events, call groups, and subscription information.
•         Build, maintain, and assign DocuSign templates.
•         Monitor and route general email inboxes; support filing, scanning, and data entry.

Human Resources & Compliance

•         Own the new employee Onboarding SOP and keep all onboarding paperwork current and compliant.
•         Serve as point of contact for Occupational Health drug screen results, DOT exam medical cards, and the employee assistance program; schedule DOT medical exams and maintain records.
•         Onboard co-op students and coordinate hiring upon graduation when applicable.
•         Post and maintain job descriptions on Indeed and other hiring platforms and hold pre-screening interviews and coordinate interviews with hiring manager.
•         Maintain compliance with federal and state labor laws, including poster and E-Verify updates.

Team Support

•         Assist with preparation, setup, and logistics for DBC home shows, and collaborate with other teams to improve workflow.
•         Participate in ongoing training and stay current on new processes, scripts, and position standards.

Qualifications

•         2+ years in reception, office administration, call center, appointment scheduling, or sales support required.
•         HR assistance, onboarding, or employment compliance experience strongly preferred.
•         CRM software and Microsoft Office required; DocuSign preferred.
•         Proven ability to handle confidential employee and customer information with complete discretion.
•         Strong interpersonal communication, professional demeanor, and the ability to multitask in a busy environment.
•         Reliable, organized, and able to work independently and as part of a team.

Physical Requirements

Must be able to read a computer screen, communicate by telephone and in person, and operate a computer and telephone efficiently. Primarily sedentary, with occasional walking, standing, and lifting up to 20 pounds.

Compensation, Hours & Benefits

·        Schedule: Full-time, non-exempt. Monday - Friday, 8:00 a.m. - 5:00 p.m.

·        Occasional weekend or evening hours required for events, home shows, or seasonal customer demand.

·        90-day probationary period with performance assessment. Health, dental, vision, and supplemental insurance available following the set period of employment; 401(k) eligible with employer match up to 4%.

This position does require the ability to pass a background check and drug screening. DBC is an Equal Opportunity Employer.