Administrative Assistant Job at Provosigncompany in Wilmington

Job Description

Saltwater Signworks is adding an Administrative Assistant to be the friendly first point of contact for our customers and the steady hand that keeps our front office running smoothly. If you love helping people, write clearly, and keep a million little details organized, we’d love to meet you.

What you’ll do

• Front desk & phones: Answer inbound calls with professional phone etiquette; route calls/messages; greet walk-ins.
• Customer care: Build rapport via email and phone; provide status updates; schedule callbacks/appointments; follow up proactively.
• Inbox & calendar: Manage shared inboxes; triage and respond to messages; schedule meetings and installations.
• Documentation: Prepare, proofread, and format estimates, invoices, and simple forms; organize digital files and customer records.
• Order entry & tracking: Enter new jobs in our system; update job milestones; coordinate with production/installation.
• Clerical support: Light data entry, scanning, mailing/shipping, filing, supply orders, and office organization.
• Team support: Act as a hub between sales, design, production, and install teams to keep projects moving.

(We’ll train you on our sign shop software/processes; prior sign industry experience is a plus, not required.)

You’ll thrive here if you…

• Naturally make customers feel at ease on the phone and in writing.
• Write emails that are clear, concise, friendly, and error-free.
• Stay calm and organized in a fast-paced, interruption-heavy environment.
• Love checklists, following through, and closing loops.
• Are resourceful, positive, and team-oriented.

Must-have qualifications

• 1–3+ years in an administrative, receptionist, or customer service role.
• Excellent written and verbal communication; strong phone etiquette.
• Attention to detail and strong follow-through.
• Comfortable with Google Workspace or Microsoft Office (Docs/Word, Sheets/Excel, Calendar).
• Able to manage multiple priorities and meet deadlines.

Nice-to-have

• Experience with CRM or job-tracking tools (ex. Trello/Clickup).
• Familiarity with quotes/estimates, invoicing, or basic bookkeeping tasks.
• Experience in a sign/print, construction, trades, or scheduling-heavy environment.

Schedule, pay & benefits

• Schedule: Full-time, on-site in Wilmington, NC (8am-5pm Monday-Friday).
• Compensation: $19-$22/hour (depending on experience), with a 90 day performance review and growth path.
• Benefits: PTO/holidays, dental and vision insurance, training and growth opportunities, supportive team culture.

Benefits

• young company
• Bonus based on performance
• Competitive salary
• Dental insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance