Office Assistant (Purchasing)

Job Description

About Us

Gioia Sails is a leading manufacturer of high-quality marine canvas, enclosures, and custom fabrication products. We are seeking a dependable, detail-oriented Office Assistant to support daily office operations and help keep our workflow organized and efficient. This position focuses primarily on clerical, administrative, and scheduling duties, with opportunities to train into billing and purchasing functions over time.

Position Summary

The Office Assistant is responsible for maintaining smooth office operations through strong organizational, communication, and administrative skills. The ideal candidate is someone who thrives in a fast-paced environment, can juggle multiple tasks, and is comfortable interacting with staff, customers, and vendors. While the main responsibilities are clerical and scheduling-related, the role includes growth opportunities into supporting billing and purchasing as needed.

Primary Responsibilities (Office & Scheduling)

• Answer and route incoming phone calls; greet and assist visitors
• Maintain calendars and assist with scheduling for production, service, and internal departments
• Prepare and organize paperwork, job folders, and daily logs
• Handle data entry, scanning, filing, and document management
• Monitor office supplies and assist with general office upkeep
• Support communication between office staff, production teams, and customers
• Assist with coordinating pick-ups, deliveries, and internal scheduling updates
  
  

Secondary Responsibilities (Training Provided)

Billing Support

• Assist with basic invoicing tasks
• Enter billing information with accuracy and maintain billing records
• Provide general support to the accounting team
  
  

Purchasing Support

• Help with creating and tracking purchase orders
• Communicate with vendors for pricing, order confirmations, and delivery updates
• Assist in monitoring inventory and supply needs
  
  

Qualifications

• Previous office or administrative experience preferred
• Strong organizational skills with excellent attention to detail
• Clear and professional communication skills
• Proficiency with Microsoft Office (Excel, Word, Outlook)
• Ability to manage multiple tasks and adjust to changing priorities
• Willingness to learn billing and purchasing processes
• Reliable, team-oriented, and able to work independently
  
  

What We Offer

• A stable, supportive workplace environment
• Training for billing and purchasing tasks
• Opportunities for long-term growth within the company
• Competitive compensation package (salary and benefits can be added)