What are the responsibilities and job description for the Administrative/Office Assistant position at Mid-Florida Signs & Graphics?
Administrative Assistant
Mid-Florida Signs & Graphics - Leesburg, FL
Founded in Leesburg in 1941, Mid-Florida Signs and Graphics has become an industry staple designer and fabricator of custom electrical, monument, pylon and other outdoor signage for businesses and organizations throughout the state.
Position Overview
The Administrative Assistant plays a key role in supporting daily office operations and ensuring a professional, efficient, and welcoming environment. This position manages front office activities, assists internal staff, supports administrative processes, and provides exceptional customer service to visitors, vendors, and partners. The ideal candidate is organized, proactive, personable, and able to manage multiple priorities with accuracy and professionalism.
Key Responsibilities
Front Desk & Communication:
- Serve as the first point of contact by greeting visitors with a friendly, enthusiastic presence.
- Answer and route all incoming phone calls.
- Monitor and manage the administrative company email inbox.
- Handle incoming and outgoing packages, shipments, and mail; disperse mail to appropriate staff.
Accounting Support:
- Perform scanning, filing, and maintaining organized digital and physical records.
- Prepare and mail A/P checks; maintain A/P files.
- Assist with Accounts Payable and COD check processing as needed.
- Support banking tasks, including deposits, scanning incoming checks, and posting as directed.
Office Operations:
- Assist staff with scheduling and appointment coordination.
- Create and manage cases (with guidance from team members).
- Maintain conference room cleanliness and equipment readiness.
- Manage office supplies, equipment needs, and procurement of shop supplies.
- Coordinate vendor services such as lawn care, pest control, cleaning crew, plumbing, electrical, HVAC, and janitorial supplies.
- Renew company auto tags and SunPass accounts as needed.
- Maintain company equipment files.
- Assist with year-end file purging and document archiving.
Project & Compliance Support:
- Process insurance certificates for vendors and customers.
- Assist with closeouts and required documentation.
- Provide permitting assistance as needed.
- Submit locates and support compliance-related tasks.
- Maintain daily labor report accuracy.
Culture & Events:
- Maintain the company’s social media accounts.
- Organize employee celebrations and office events.
- Decorate the office for holidays and company functions.
Miscellaneous Duties:
- Run small errands such as banking, post office, FedEx drop-offs, or local deliveries.
- Support additional operational needs as assigned to keep the office running smoothly.
Qualifications
- Previous administrative or receptionist experience preferred.
- Some Accounting experience preferred.
- Strong communication and customer service skills.
- Excellent organizational and multitasking abilities.
- Proficiency with email, office equipment, scanning, and filing systems.
- Ability to maintain a professional and friendly demeanor.
- Reliable, dependable, and able to handle sensitive information discreetly.
- Software Competency:
- Google Apps for Business (GMail, Drive, Docs, Sheets)
- Adobe Professional (creating forms, templates, e-signing, editing PDFs etc.)
Benefits
- Competitive wages/salary
- Health Insurance
- Company-sponsored Life Insurance
- Paid vacation, personal time and holidays
Job Type: Full-time - 40 hours per week. 8:00am - 4:30pm
Job Type: Full-time
Pay: $19.00 - $24.00 per hour
Benefits:
- Health insurance
- Life insurance
- Paid time off
Experience:
- General office: 2 years (Required)
- Computer literacy: 2 years (Required)
Work Location: In person
Salary : $19 - $24