Position summary
Art Guild Binders is seeking a dependable, detail-oriented Front Office Administrator to serve customers and keep the office, order records, and day-to-day financial paperwork organized. This role connects customer requests, vendors, management, and production so orders move accurately from inquiry through delivery and payment.
Key responsibilities
• Answer calls and emails, welcome visitors, respond to routine questions, and route technical or pricing requests to the appropriate team member.
• Enter and track customer orders, purchase orders, job details, deadlines, shipping information, and related documents; follow up on missing information.
• Prepare invoices, record payments, monitor receivables, and follow up professionally on outstanding balances as directed.
• Process vendor bills, maintain payable records, and assist with account reconciliations and documentation for the bookkeeper or accountant.
• Coordinate with production on order status, materials, scheduling, quality issues, and delivery commitments; keep customers informed of approved updates.
• Maintain orderly digital and paper files, spreadsheets, contact records, and confidential business information.
• Support management with scheduling, reports, supplies, vendor communication, and other administrative priorities.
Qualifications
• Experience in office administration, customer service, bookkeeping support, billing, or order processing.
• Accurate data entry and comfort using Microsoft Excel, Word, Outlook, and accounting software; QuickBooks experience is helpful.
• Clear written and spoken communication, sound judgment, discretion, and a professional approach to customer concerns.
• Ability to prioritize several active requests, check details carefully, and follow through without constant supervision.
• Experience in printing, binding, manufacturing, or another custom-order business is helpful but not required.
What success looks like
Customers receive timely, accurate responses; orders and invoices are complete; records are easy to find; receivables and payables are current; and production has the information needed to meet commitments.
Role details
Reports to: Management | Work location: On site at Art Guild Binders | Schedule : 8:00 AM to 4:00 PM Monday through Friday
Principals only. Recruiters, please don't contact this job poster.