JOB DESCRIPTION

RECEPTIONIST & MARKETING SUPPORT COORDINATOR

COMPANY OVERVIEW

RAM Windows & Doors is an exciting and rapidly growing manufacturer of residential and commercial windows and doors. Since 1978, RAM has been committed to providing high-quality products and exceptional service to builders, contractors, dealers, architects, and homeowners throughout Texas.

As RAM continues to expand its product lines and market presence, we are looking for motivated, dependable, and detail-oriented individuals who enjoy working in a fast-paced and collaborative environment.

Title: Receptionist & Marketing Support CoordinatorFunction: Administration / Marketing SupportLocation: Houston, TXEmployment Classification: Full-TimeIndustry: Manufacturing / Building Materials

POSITION SUMMARY

The Receptionist & Marketing Support Coordinator serves as the first point of contact for customers, vendors, applicants, and visitors while providing administrative and marketing support to multiple departments within the organization.

This position is responsible for managing incoming calls and visitors, maintaining the showroom and front office areas, coordinating office and showroom supplies, assisting with shipping and vendor communication, maintaining company directories, supporting employee communications, and assisting with various marketing activities.

The ideal candidate is professional, organized, customer-focused, dependable, and comfortable managing multiple priorities throughout the day.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reception and Customer Service

• Greet customers, vendors, applicants, and other visitors in a professional and welcoming manner.

• Assist walk-in customers with the sign-in process and notify the appropriate sales representative of their arrival.

• Offer refreshments to customers and guests when appropriate.

• Provide employment applications to walk-in applicants and forward completed applications to Human Resources.

• Coordinate with appropriate team members when sales representatives or other requested employees are unavailable.

• Maintain a professional and organized front desk and reception area.

Phone Support

• Answer and route incoming company phone calls in a courteous and professional manner.

• Gather appropriate information from callers to determine the correct department or team member.

• Identify the customer's location and the type of project or service being requested.

• Route commercial inquiries to the appropriate sales contact.

• Route replacement window and smaller project inquiries to the Inside Sales team.

• Gather contact and project information when a salesperson is unavailable and ensure the appropriate team member receives the information for follow-up.

• Route new construction inquiries from builders and general contractors to the appropriate sales representative.

• Assist callers from different Texas markets by gathering information and forwarding the inquiry to the appropriate sales team.

• Assist with dealer inquiries, including prospective dealer requests and customers seeking authorized dealers.

• Direct customers with service-related concerns to the appropriate service request process.

• Assist customers with questions regarding existing orders by connecting them with the appropriate salesperson or delivery contact.

• Document unusual or miscellaneous inquiries and forward them to management for follow-up.

Showroom and Office Support

• Maintain the overall appearance and organization of the showroom and reception areas.

• Ensure brochures and marketing materials are properly displayed and stocked.

• Monitor windows, doors, displays, and other showroom areas to ensure they are properly secured and maintained.

• Report maintenance concerns to the appropriate team member.

• Periodically check customer-facing areas, including the front restroom, for cleanliness and presentation.

• Maintain inventory of brochures and other customer-facing materials.

Office and Showroom Supplies

• Monitor and maintain showroom refreshments, including beverages and snacks.

• Maintain kitchen supplies such as plates, bowls, utensils, soap, air fresheners, and basic kitchen items.

• Monitor coffee, cream, sugar, and related office supplies.

• Coordinate with appropriate departments before ordering warehouse-related supplies.

• Monitor vending machine service and communicate any issues to the appropriate vendor.

• Coordinate with cleaning and maintenance vendors regarding facility supplies or service needs.

• Place supply orders as needed while maintaining appropriate inventory levels.

Shipping and Mailing

• Assist with outgoing shipments for internal departments.

• Gather required shipping information, including recipient contact information, shipping address, package dimensions, weight, and delivery requirements.

• Prepare shipment labels and documentation using the company's shipping system.

• Provide tracking information and shipment confirmation to the employee or department requesting the shipment.

• Maintain shipping materials and order additional supplies as needed.

• Prepare and mail brochures and other marketing materials requested by customers or prospects.

• Maintain appropriate mailing supplies and postage.

Vendors and Visitors

• Greet visiting vendors and suppliers and determine whether they have a scheduled appointment.

• Notify the appropriate employee when a scheduled vendor or supplier arrives.

• Collect contact information or business cards from unscheduled vendors.

• Communicate vendor information to the appropriate department for future follow-up.

• Maintain professionalism when coordinating unexpected vendor visits.

Company Directory and Employee Communications

• Maintain and update the company phone directory as employees join, leave, change departments, or change positions.

• Coordinate with Human Resources and Information Technology regarding directory updates.

• Distribute updated company directories on a regular basis.

• Assist with monthly employee birthday and anniversary announcements.

• Create engaging employee birthday and anniversary graphics using information provided by Human Resources.

• Coordinate monthly internal communications as needed.

Administrative Support

• Assist with digital document filing for the Service Department.

• Upload and organize service-related documents within the company's internal systems.

• Maintain accurate electronic records and ensure documents are associated with the appropriate customer or service record.

• Provide general administrative support to departments as assigned.

MARKETING SUPPORT

• Monitor incoming requests for physical brochures and marketing materials.

• Prepare brochures, thank-you cards, and other materials for mailing.

• Coordinate business card orders for new employees and team members as needed.

• Update approved business card templates with employee information.

• Coordinate shipment of marketing materials to sales representatives.

• Work with appropriate team members to distribute brochures, flyers, and promotional materials to outside sales representatives.

• Maintain and update lead-tracking spreadsheets or systems.

• Record incoming leads and assigned sales representatives accurately.

• Create basic social media content, including short videos, slideshows, and product-focused graphics.

• Use Canva or similar design software to create marketing and internal communication materials.

• Assist with edits and creation of company flyers and promotional materials.

• Assist with updates to installation instructions and other customer-facing materials.

• Maintain inventory of branded merchandise and coordinate reorders as needed.

• Assist with additional marketing projects and administrative needs as assigned.

QUALIFICATIONS

• Excellent verbal and written communication skills.

• Strong customer service and interpersonal skills.

• Professional and welcoming demeanor.

• Strong organizational and time-management skills.

• Ability to manage multiple responsibilities and priorities simultaneously.

• Strong attention to detail and accuracy.

• Ability to communicate effectively with customers, employees, vendors, contractors, and applicants.

• Ability to work independently while also supporting multiple departments.

• Comfortable using computers, email, spreadsheets, and web-based systems.

• Ability to handle sensitive or internal company information professionally.

• Reliable, proactive, and willing to assist wherever needed.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required.

• Previous receptionist, administrative assistant, customer service, office support, or similar experience preferred.

• Experience working in a fast-paced office, construction, manufacturing, or building-materials environment is a plus.

• Experience with Microsoft Office, Google Workspace, Canva, or similar software preferred.

• Experience with social media content creation or basic marketing support is a plus.

PHYSICAL AND OTHER REQUIREMENTS

• Ability to sit and work at a computer for extended periods.

• Ability to frequently communicate by phone and in person.

• Ability to move throughout the office and showroom as needed.

• Ability to occasionally lift and move boxes containing brochures, office supplies, marketing materials, or shipping items.

• Ability to manage multiple interruptions and changing priorities in a fast-paced environment.

The duties and responsibilities described above are not intended to be an exhaustive list of all responsibilities associated with this position. Additional duties may be assigned based on business needs.

WORK SCHEDULE

This is a full-time, on-site position based at RAM Windows & Doors in Houston, Texas. The employee must be available during normal business operating hours.

BENEFITS OFFERED

RAM Windows & Doors offers a competitive benefits package to eligible employees, which may include:

• Paid Time Off

• Floating PTO

• Paid Holidays

• Medical, Dental, and Vision Insurance

• Company-Paid Life Insurance

• Company-Paid AD&D Insurance

• Company-Paid Short-Term Disability

• 401(k) Retirement Plan with Company Match

• Casual Dress Environment

• Weekly Pay

Benefit eligibility and coverage are subject to applicable plan terms and company policies.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

RAM Industries Acquisition, LLC is an Equal Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, veteran status, or any other status protected by applicable federal, state, or local law.

RAM Industries Acquisition, LLC will provide reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable laws, unless doing so would create an undue hardship.