Administrative Assistant

At Forms+Surfaces, we bring together innovative and skilled craftspeople to create breakthrough design solutions that enhance the way people live and work around the world. As an Administrative Assistant in our Pittsburgh team, you will be on the front line of our activities, supporting a fast‑moving environment across a variety of projects such as office buildings, airports, restaurants, hotels, universities, healthcare facilities, and parks.

• Serve as the first point of contact by professionally answering and directing incoming phone calls.
• Welcome and assist visitors, ensuring a positive and professional guest experience.
• Monitor and respond to incoming marketing emails, ensuring inquiries are addressed promptly and professionally.
• Accurately enter sales leads into the CRM system and maintain data integrity.
• Manage and update email routing protocols, signatures, and business card ordering to optimize workflow.
• Oversee and distribute incoming mail and correspondence.
• Coordinate client visits, arranging all details for a seamless experience.
• Organize and process Fed Ex shipments for general office needs as required.

• Assist with product sample management, including inventory tracking, quality assurance, packaging, and distribution.
• Ensure all outgoing samples meet company quality standards.
• Maintain and update sample inventory records to support operational efficiency.
• Collaborate closely with the Marketing Specialist to ensure accurate and timely dispatch of product samples.

• Associate’s degree or equivalent experience required.
• 2‑3 years of previous experience in customer service or receptionist roles preferred.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Excellent verbal and written communication skills with a professional demeanor.
• Proficiency in Microsoft Office Suite; experience with CRM systems is a plus.

• Must be able to sit for extended periods of time.
• Must be able to lift 50 pounds.
• Ability to look at a computer screen for extended periods of time.

This role provides valuable exposure to the architectural and design industries while offering hands‑on experience in marketing operations, product sampling, and client interactions. If you are proactive, detail‑oriented, and eager to develop within a growing and innovative company, we encourage you to apply!