Job Summary

We are seeking a highly organized and detail-oriented Operations Assistant to support the daily operations of our client's company. This role is essential in coordinating projects from order intake through production and installation while ensuring excellent customer service and efficient communication between clients, sales, production, and installation teams. The ideal candidate thrives in a fast-paced environment, is proactive, and enjoys keeping projects organized and on schedule.

Key Responsibilities

Provide administrative support to the operations, production, and sales teams.
Process customer orders and verify specifications, artwork, and project details.
Coordinate production schedules and assist with prioritizing workflow.
Schedule installation appointments and communicate timelines with customers and installation crews.
Prepare work orders, job packets, and production documentation.
Maintain accurate customer records, project files, and inventory information.
Communicate with vendors to order materials and track deliveries.
Monitor project progress and provide status updates to customers and team members.
Assist with permitting documentation and project compliance when required.
Answer incoming phone calls, emails, and customer inquiries professionally and promptly.
Help coordinate service calls, warranty work, and project closeout documentation.
Support inventory management by tracking sign materials, hardware, and office supplies.
Assist with invoicing, purchase orders, and general administrative tasks.
Identify opportunities to improve operational efficiency and workflow.
Perform other duties as assigned to support the success of the operations team.

Qualifications

High school diploma or equivalent required; associate degree preferred.
Previous experience in administrative support, project coordination, customer service, or operations preferred.
Experience in the sign, construction, manufacturing, printing, or graphics industry is a plus.
Proficiency with Microsoft Office Suite and Google Workspace.
Experience with project management, CRM, or ERP software is preferred.
Strong organizational, multitasking, and time management skills.
Excellent written and verbal communication skills.
Ability to read and understand work orders, production schedules, and project documentation.
Strong attention to detail with the ability to manage multiple projects simultaneously.
Ability to work independently while collaborating effectively with a team.

Preferred Skills

Familiarity with sign manufacturing processes and installation scheduling.
Basic understanding of sign materials, fabrication methods, and permitting processes.
Experience coordinating vendors and subcontractors.
Strong problem-solving skills and the ability to adapt to changing priorities.
Customer-focused mindset with a commitment to quality and service.

Physical Requirements

Ability to sit for extended periods while working on a computer.
Occasionally lift and move office materials or small sign samples weighing up to 25 pounds.
Ability to walk through the production facility and warehouse as needed.

#2327OS

Express Office: Mobile

3662 Dauphin Street

Suite B

Mobile, AL 36608

Email us

Apply Now