What are the responsibilities and job description for the Administrative Assistant position at Modern Steel Doors?
We are looking for an Administrative Assistant to join our team. Modern Steel Doors designs and manufactures custom entry doors for luxury homes worldwide, with projects featured on TV, in magazines, and even some celebrity residences! We work with builders, architects, and homeowners to bring their front door vision to life.
As the Administrative Assistant, you are the first point of contact for clients and the operational “glue” that keeps sales, operations, and marketing moving. You’ll deliver clear communication, effective follow-up, and organized workflows from inquiry to completion. This role is ideal for someone who loves helping people, thrives on detail, and takes pride in keeping multi-step processes running smoothly.
Administrative Responsibilities
- Answer incoming calls/emails, direct inquiries appropriately, take messages, and act as a gatekeeper.
- Manage multiple inboxes and maintain accurate spreadsheets; send order updates to clients.
- Send contracts for signing, prepare labels and packages, post BOLs, and support office operations.
Sales Responsibilities
- Collect info from new leads across various channels and enter details into CRM.
- Become a knowledgeable product expert and answer client questions.
- Review client specification forms, catch contradictions, and prepare clean summaries.
Operations Responsibilities
- Obtain quotes and purchase needed materials from vendors; track fulfillment and backorders.
- Resolve delivery or damage issues with vendors and communicate updates to warehouse staff.
- Prevent activities from slipping through the cracks and communicate operational inefficiencies to the manager.
Marketing Responsibilities
- Take ownership of the builder/architect cold outreach email campaign; meet target send quantity
- Locate photos of our doors online and organize photo libraries
- Engage on social media platforms; occasionally package marketing materials
Results
- Frontline Excellence: Incoming calls and emails are answered promptly, documented accurately, and routed correctly.
- Error-Free Specs: Specification summaries are complete and error-free so sales can move contracts forward without rework.
- Operational Reliability: CRM entries, follow-ups, vendor confirmations, quotes, and service requests are handled accurately and on time, with nothing slipping through the cracks.
- Cultural Alignment: Uphold MSD’s core standards of Truth, humility, responsibility, and maintaining a no-drama, high-accuracy environment.
Requirements
- Strong phone presence; comfortable communicating with homeowners, builders, and architects.
- Administrative or client-facing experience with emphasis on accuracy, documentation, and follow-through.
- Proficient in Google Workspace and spreadsheets; highly organized and self-directed.
- Must be comfortable in a factory environment (dust, noise, machinery)
What We Offer
- Paid holidays
- Unlimited unpaid time off requests
- Light afternoon flexibility for brief errands or appointments
- Option to work through lunch
- Occasional adjusted hours with advance coordination
- Respectful, no-drama work culture
Schedule
- Monday–Friday, 7:30 AM – 3:30 PM (on-site) | lunch 11:00 AM
- Biweekly direct deposit pay
- Casual attire (closed-toe shoes required; jeans acceptable)
Core Standards
- Truth and humility
- Think independently and take responsibility
- Protect the culture — no negativity, no carelessness
- Speak up when something is off