Administrative Assistant

Director of First Impressions / Administrative Assistant

G. M. Roth Design Remodeling is seeking a results-driven, confident, energetic  Director of First Impressions / Administrative Assistant who has the experience and skills to take us to the next level of success! 

RESPONSIBLE TO: Accounting/Office Manager


  • To communicate effectively and professionally with all clients on the telephone, via email, and in the office.
  • To handle administrative and computer duties while supporting Management, Sales and Production.


Phone System Responsibilities

  • Answer all calls coming into the main phone line
  • Screen calls as necessary, transfer to appropriate party, voice mail, create and distribute message when necessary
  • Obtain lead sheet info from potential customers as they call in and document for sales consultants
  • Place calls to customers and others as needed
  • Maintain and record automatic voice system messaging for office greetings, contact lists, closings, etc.
  • Maintain phone ‘Employee List’ and distribute as necessary
  • Train new employees and set them up on phone system


  • Prepare, mail and document all customer letters; after design and project contract, pre-production, and at project completion along with customer satisfaction survey
  • Prepare, mail, and document neighborhood postcards and letters for projects as directed by Marketing Coordinator
  • Draft specialized letters, memos or emails to customers and office staff
  • Create and update company forms, certificates, awards, etc.
  • Prepare and mail annual holiday cards
  • Outline, prepare information, and take minutes for special meetings as required
  • Create and place classified ads in publications and/or online for various positions as requested
  • Maintain referral ‘Thank You’ list and mailings on monthly basis

Customer Database

  • Create new contacts in database by inputting all information from prospective clients form and generate a lead sheet report
  • Maintain and update status of all contacts in database
  • Manage calendar and appointments for sales team
  • Create customer ‘Welcome’ Signs
  • Train others as needed on CRM system


  • Prepare design, production and lead carpenter folders when needed
  • Collect customer warranty information, submit folder and warranty report to production with follow-up results updated in CRM
  • Close out and scan project binders as needed
  • Assist with filing as requested

General Office

  • Track and update management when office supplies need to be ordered
  • Purchase and maintain general kitchen & bath supplies, coffee, cream, water, etc.
  • Ensure the refrigerator is always stocked with water for guests
  • Maintain the Electronic Sign Greetings
  • Initiate repair/service orders regarding phones, copier, computers, HVAC, etc.
  • Schedule timely paper shredding service pick-ups
  • Run errands as needed to post office, bank, etc.
  • Maintain all areas of the office to include reception area, showroom areas and conference rooms to ensure a neat and clean professional appearance
  • Clean conference rooms after each use and touch points throughout the office & showroom twice daily or more based upon customer traffic
  • Notify Office Manager when company literature, letterhead, envelopes, folders, business cards, etc. need to be ordered


  • Greet clients and familiarize them about our company and our showroom layout
  • Manage ‘Opening/Closing Showroom Procedures’ for daily showroom duties

Education and Experience

Previous office experience required, construction industry experience preferred

Competent computer skills including MS Office Suites – Outlook, Excel, Word, PowerPoint, and general Internet knowledge

CRM database experience

Clerical and Administrative procedures

Key Competencies

  • Excellent Customer Service Skills
  • Communication Skills
  • Organization and Planning Skills
  • Problem Solving
  • Flexibility and Adaptability
  • Reliability
  • Accuracy
  • Teamwork
  • Attendance and Punctuality
  • Dependability
  • Initiative & Flexibility
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