Future Opening: Administrative Assistant

Job Title:                           Administrative Assistant – Sales & Customer Service Support
Location:                           6761 NE 4TH AVE, Miami, FL 33138
Reports to:                        Customer Service Manager / Office Manager
Employment Type:           Full-time, In-person

ABOUT US:

DGS - DIGITAL GRAPHIC SYSTEMS, INC. is a dynamic, customer-focused organization established in 1993, specializing in the wholesale distribution of graphics equipment and supplies for the digital wide-format graphics industry. With a strong commitment to sustainability, DGS focuses on providing eco-friendly solutions that meet the evolving needs of our industry. Our primary markets include the United States, the Caribbean, and Latin America. We are currently seeking a responsible, highly organized, and proactive Administrative Assistant to support our Sales and Customer Service teams, contributing to our continued growth and dedication to delivering exceptional customer experiences.

 

POSITION SUMMARY:

The Administrative Assistant will provide critical support to the Sales and Customer Service departments by managing administrative tasks, coordinating communications, maintaining records, and ensuring smooth day-to-day operations. The ideal candidate is detail-oriented, tech-savvy, and thrives in a fast-paced, team-oriented environment.

 

PRIMARY RESPONSIBILITIES:

·         Assist Sales and Customer Service teams with scheduling meetings, calls, and follow-ups

·         Prepare and process sales quotes, order forms, and customer service documentation

·         Maintain CRM and customer databases with accurate and up-to-date information

·         Track sales leads, customer interactions, and service requests

·         Generate reports, spreadsheets, and summaries as needed

·         Handle incoming calls, emails, and correspondence with professionalism

·         Support the onboarding of new customers and manage documentation

·         Coordinate internal communications and support trade shows planning

·         Organize and maintain filing systems (digital and physical)

·         Receiving and directing visitors, making travel arrangements, etc.

·         Order office supplies and handle other administrative needs as requested

 

JOB REQUIREMENTS

·         High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred

·         3+ years of administrative experience, ideally in a sales or customer service environment

·         Strong organizational and multitasking skills

·         Excellent verbal and written communication skills

·         Proficient in Microsoft Office Suite (Word, Excel, Outlook) and CRM systems

·         Positive attitude, team player, and customer-focused mindset

·         Ability to handle sensitive information with discretion

 

PREFERRED SKILLS

·         Must be bilingual (English/Spanish)

·         QuickBooks and logistics experience a plus

·         Experience with CRM platforms like Notion a plus

·         Able to travel out of state for trade shows (no more than 2 per year).

·         Knowledge of basic sales or customer service principles

 

WHY JOINING US?