Administrative Coordinator / Executive Assistant

Position Overview

Minuteman Press Uptown is seeking a dependable, organized, and customer-focused Administrative Coordinator & Executive Assistant to serve as the first point of contact for our customers and provide direct administrative support to the company owner.

This position is responsible for answering phones, greeting customers, gathering order information, invoicing, assisting with general customer service needs, and helping manage the owner’s schedule and email communications.

This is not an estimating or order-entry position. The Administrative Coordinator & Executive Assistant will gather complete order details from customers and forward the information to the estimating team for pricing and processing.

Primary Responsibilities

Administrative Coordinator & Executive Assistant

• Greet customers and visitors in a friendly and professional manner.
• Answer incoming phone calls and direct calls to the appropriate person or department.
• Respond to general customer questions and provide helpful, professional service.
• Gather complete order details from customers and send the information to the estimating team.
• Ensure customer requests include the necessary specifications, files, quantities, deadlines, and contact information before being forwarded.
• Receive customer files, documents, and other order-related materials.
• Create and process customer invoices.
• Accept and process customer payments.
• Assist customers with general questions while directing pricing and estimating requests to the appropriate estimator.
• Maintain an organized and professional front desk and customer reception area.

Administrative and Owner Support

• Manage and maintain the owner’s business calendar.
• Schedule appointments, meetings, and reminders.
• Help organize and monitor the owner’s business emails.
• Identify messages and requests that require the owner’s attention.
• Assist with drafting routine correspondence and follow-up communications.
• Help track appointments, tasks, deadlines, and follow-up items.
• Provide general administrative support to the owner.
• Maintain confidentiality when handling customer, company, financial, or employee information.

Office Coordination

• Communicate customer requests clearly and accurately to the estimating team.
• Work closely with estimating, customer service, production, and management.
• Maintain organized customer and office records.
• Assist with filing, scanning, copying, and other general office duties.
• Help ensure information is routed to the appropriate department in a timely manner.
• Complete additional administrative duties as assigned.

Qualifications

• Previous customer service, front desk, receptionist, or administrative experience.
• Strong verbal and written communication skills.
• Professional and friendly phone manner.
• Strong organization and attention to detail.
• Ability to manage multiple requests and changing priorities in a fast-paced environment.
• Ability to gather accurate and complete information from customers.
• Dependable, punctual, and able to follow through on assigned responsibilities.
• Comfortable working independently while also collaborating with multiple departments.
• Able to handle confidential information professionally.
• Prior print-industry experience is preferred.
• Previous executive assistant, calendar-management, or administrative support experience is preferred.

What Success Looks Like in This Role

A successful Administrative Coordinator & Executive Assistant will:

• Create a welcoming and professional experience for customers.
• Answer and route calls accurately and efficiently.
• Gather complete order information before forwarding requests to estimating.
• Keep invoices and front-office documentation accurate and organized.
• Help the owner stay organized and aware of appointments, emails, and follow-up responsibilities.
• Communicate clearly with customers, estimators, production staff, and management.
• Remain calm, professional, and organized while managing multiple priorities.

Work Environment

This is a fully on-site position in a busy commercial printing environment. The employee will regularly interact with customers, vendors, production employees, and members of management.

The regular schedule is Monday through Friday from 9:00 a.m. to 6:00 p.m. Overtime may be available depending on workload and production needs.

About Minuteman Press Uptown

Minuteman Press Uptown is a local, union commercial printing company serving businesses, nonprofits, political organizations, community groups, and individual customers. We are committed to quality service, reliable production, and creating employment opportunities within our community.

Minuteman Press Uptown is an equal opportunity employer and welcomes applicants from a wide range of professional and personal backgrounds.