Operations & Account Coordinator

Job Summary Image Signs is seeking a full-time Operations & Account Coordinator to support the daily administrative and operational functions of the company. This position is responsible for coordinating project information, managing documentation, communicating with customers, and ensuring jobs move efficiently from initial request through permitting, installation, and billing. This role serves as a central point of communication between customers, installers, vendors, and our production facility. Success in this position requires strong organizational skills, attention to detail, and the ability to manage multiple projects simultaneously while maintaining accurate records and consistent communication. This position is ideal for someone who enjoys managing details, solving problems, improving processes, and helping projects move forward efficiently. Client Communication

• Answer incoming phone calls and emails, directing inquiries appropriately and ensuring customers receive timely responses
• Keep customers updated on project timelines, changes, and status
• Coordinate installation scheduling and share updates with the client
• Establish and maintain communication with site contacts, landlords, or property managers
• Develop and maintain ongoing relationships with existing customers, serving as a consistent point of contact for future projects, service requests, and general inquiries Permitting & Documentation
• Prepare permit applications and supporting documentation
• Coordinate with municipalities and permitting agencies
• Track permit status and ensure deadlines and requirements are met
• Maintain accurate records related to permits, inspections, and project documentation
• Organize and manage project files throughout the project lifecycle Administrative & Billing Support
• Create and maintain work orders and project documentation
• Generate invoices and support billing and payment collection activities
• Maintain customer records and project files within company systems
• Coordinate with vendors, fabricators, freight companies, and suppliers as needed
• Assist with purchasing and material ordering when required
• Support general office operations and administrative tasks Systems & Scheduling
• Utilize company ERP and job management software to track projects
• Maintain accurate job information, status updates, and documentation within company systems
• Assist with development and refinement of workflows, reporting, and operational processes
• Coordinate scheduling activities with office staff and installation teams to avoid conflicts
• Monitor project milestones, permitting deadlines, and installation schedules
• Serve as a key developer and user of the company's ERP and job management systems, helping maintain accurate data and improve workflow processes over time Estimating & Project Support Review drawings, specifications, photos, and project information Develop a working knowledge of sign types, installation methods, and permitting requirements Assist with quote preparation and project planning Identify potential issues and communicate concerns before work begins The Ideal Candidate Will Be Highly organized and able to manage multiple projects simultaneously Comfortable communicating with customers, vendors, and coworkers Detail-oriented and capable of maintaining accurate records Proactive and self-directed, with strong follow-through Comfortable learning software systems and adapting to new processes Skilled at prioritizing tasks and meeting deadlines Professional, dependable, and customer-focused Able to work independently while contributing to a team environment Work Conditions Primarily office-based with occasional local site visits Frequent use of computers, phones, email, and business software systems Regular interaction with customers, vendors, and installation personnel Occasional exposure to shop and field environments

Pay:

$40,000.00 - $52,000.00 per year

Benefits:

401(k) 401(k) matching Retirement plan

Work Location:

In person