Job Description - Office Assistant
Overview: -
We are excited about providing the highest quality service in all our low-voltage audio, video
and networking projects from maintenance work through to construction.
We aim to employ only the most highly motivated team members, where the overall quality
and pride in our work are the key factors to providing this service.
Position Overview: -
● Position Status: Office Assistant.
● Reporting Relationships: Director/Owners - Bryan Talkie, Office Manager - Bryan
Talkie, Supervising Project Manager - Bryan Talkie
● Liaise with: Office staff and other team members and clients.
● Expected hours of work: 8.30 - 5pm. A lunch break will be taken at 12:00 or 1.00pm
for thirty minutes.
● Expected Contract Rate: Negotiable, dependent upon demonstrated ability and
previous experience.
Role: -
To assist the Director/Owners, Office Manager in ensuring allocated office activities are
completed in a timely, accurate and professional manner.
Responsibilities: -
1. Turn up to work at the correct time taking lunch breaks, (as above), to be staggered with
Office Manager to ensure phones continue to be answered.
2. Be well presented in regard to clothing and personal grooming at all times.
3. Be polite, courteous and friendly at all times.
4. Carry out all work as instructed by the Director/Owners in the expected time frame.
5. Make sure that your site is safe at all times, (according to OSH regulations).
6. It is expected that you will abide by the ‘House Rules’ and the ‘Rules of the Game’ of MY
GUYS KNOW HOW.
7. Have fun, enjoy and be proud of what you achieve in your working day.
8. If you need time off, then you must give 2 weeks’ notice minimum to your Manager.
(Acceptance of leave is at the discretion of the owner)
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9. If you are sick, contact the owner before 7.30am.
10. You are encouraged to participate in team meetings and contribute to the overall team
spirit. Your input, ideas and openness is encouraged and valued.
11. Be willing to share expertise with other staff members.
12. Answer the phone, if away from the phone, let the Office Manager know.
13. Working as part of a team, scheduling jobs for the maintenance tradespeople.
14. Assist with marketing activities (e.g. Mailing letters, customer database etc.)
15. Filing.
16. Processing the mail, (as per Receiving and Opening Mail Procedure), and banking of
cheques.
17. Attend to email and website enquires as directed.
18. Management of credits back to suppliers.
19. Documentation of procedures under your jurisdiction.
20. Processing and management of Supplier Invoices, including importing.
21. Dealing with emails from customers, builders, suppliers.
22. Invoicing of jobs.
23. Fridays – Preparation of paper work for jobs the following week.
24. Creation of new jobs in Housecall Pro.
25. Preparing installers by putting installation materials together for jobs. Procuring items
that are needed but not in stock.
26. Creation and management of purchase orders.
27. Management of Vehicle Database.
Key Performance Indicators: -
1. Purchase orders created daily.
2. Communicating effectively (in both articulation and listening), with the Office
Manager, Managing Director/Owners and Project Manager to highlight any potential
problems or concerns with staff, workload, quality or client relations.
3. Be punctual on arrival to and from work. You will provide a high level of Customer
Service at all times.
4. The ability to demonstrate a willingness to share expertise.
5. Tasks completed in timely and accurate manner.
6. Job folders up to date, both physical and electronic.
7. All relevant invoicing is up to date.
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Personal Attributes and Qualifications: -
● Extremely ambitious with the drive and commitment to succeed.
● Passionate and committed to contributing to excellence in the business.
● Highly motivated and focused.
● Is able to delight customers by exceeding expectations.
● Attention to detail.
● Naturally shows initiative and is solution focused.
● Well-presented and articulate.
● No criminal convictions.
● A team player.
● Be able to follow systems and processes to ensure the highest quality of work on time.
● Experience using Quickbooks Online, Fathom (or similar accounting and trade
management software).
● Willingness to share expertise and help others.
● High standard of communication skills, including and not limited to listening skills.
● Able to deal with change in an open minded and enthusiastic manner.
● Strictly limits time on personal phone calls and/or texts. No personal Social Media
during working hours.
● Adheres to MY GUYS KNOW HOW Policies and Procedures and contributes to the
(Yes, we’re picky. No, we’re not sorry.)
Do you secretly run circles around your current office?
Are you the person everyone relies on… but no one officially listens to?
Do you love organization, hate mediocrity, and smile while answering the phone?
Good. Keep reading.
Who We Are
We’re MY GUYS KNOW HOW, a scrappy, fast-growing audio, video, networking, and smart
home company based in Naperville, IL. We’ve been around long enough to know what works,
what doesn’t, and what shortcuts never pay off.
We do things the right way.
The first time.
Every time.
We know our customers by name. Their kids’ names. Their birthdays.
We care deeply about our work, our clients, and our people! And we outwork anyone who thinks
“good enough” is actually good enough.
We’re not perfect.
But no one will out-hustle us.
The Role: Office Administrator (AKA: The Glue
That Holds It All Together)
Let’s be clear: this is not an entry-level role.
We’re looking for someone who’s been around the block, who knows how a great office should
run, and isn’t afraid to tell us, “Hey! There’s a better way to do this.”
We’re hiring for attitude over aptitude, but experience matters a lot.
If you’re warm, sharp, organized, proactive, and genuinely enjoy helping people (without being
babysat), you’ll fit right in.
What You’ll Be Doing (And Owning)
You’ll be trusted with real responsibility. That means:
● Answering phones with a friendly, professional, empathic voice
● Making and receiving customer calls & scheduling appointments
● Managing emails (internal & external)
● Monitoring customer requests
● Handling QuickBooks Online
○ Categorizing transactions
○ Splitting entries
○ Reconciling accounts
● Filing & submitting state sales taxes
● Handling incoming & outgoing mail
● Handwriting thank you cards (yes, this matters)
● Scanning, filing, and organizing paperwork & receipts
● Accepting deliveries & managing inventory inputs
● Maintaining office equipment & supplies
● Greeting customers picking up equipment
● Acting as an HR assistant to the manager
● Making travel arrangements for staff
● Event planning & execution
● Working with the team on flyers & marketing materials
● Occasionally flexing early mornings (7am) or later evenings (7pm)
● Being reliably in the office, Monday–Friday, 9am–5pm
Bonus points (but not required) if you have experience in:
Audio, Video, Networking, Security, Surveillance, Smart Home Tech, Lighting, Shades, or
Electrical.
What We’re Looking For (Be Honest With Yourself)
You must:
● Speak, read, and write English fluently (Spanish is a plus)
● Have significant office administration experience
● Be confident with QuickBooks Online
● Be personable, professional, and calm under pressure
● Be comfortable with being filmed for social media
● Be highly organized and detail-oriented
● Have reliable transportation
● Be the kind of person people genuinely enjoy working with
● Value learning, growth, and personal development
● Want to grow with a company, not job-hop every 18 months
If you didn’t answer YES to all of the above, please don’t apply.
We respect your time and ours.
What We Offer (Besides Smiles)
We’re a small company for now and we’re honest about that.
Here’s what is on the table:
● 1 week paid vacation, plus 1 additional paid day off for every year of service
● A people first culture where you’re known, heard, and valued
● Monthly Carne Asada cookouts (yes, actual grilling)
● Games, laughs, and real human connection
● Company outings like Top Golf and WhirlyBall
● Occasional work travel opportunities
● Healthcare & retirement options coming soon as we grow
● A front-row seat to helping build something bigger than any one person
● Compensation is based on experience in the $25/hr range
No corporate nonsense.
No fake mission statements taped to the wall.
Just hard work, integrity, and pride in what we do.
Think You’re Good Enough?
Prove it.
Apply via email with:
1. Your resume
2. A brief cover letter (include a photo) explaining why YOU are the right person for this
role
Extra credit: Send a short video telling us why we should hire you.
Applications close June 19, 2026.
If you’re exceptional, we want you!
If you’re just “pretty good,” this probably isn’t your place.