Client Success & Operations Coordinator - 61764795492

• Role Purpose: Serve as the central communication and operational hub for the business—handling front-line customer service, routing incoming phone traffic, coordinating production workflows, and administering municipal permits.
• Employment Type: Full-Time Independent Contractor (Offshore)
• Schedule Alignment: Strict, full-day alignment with the client's localized US business hours (handling live customer calls and real-time team routing).
• Approved Regions & Monthly Budgets:
  • Latin America (LATAM): $1,700 – $2,000 USD / month

Our client is a fast-growing, high-volume commercial sign and visual production company. From 4' x 6' commercial real estate "For Sale/Lease" signs to complex structural storefront displays and vinyl banners, our business runs on flawless execution, tight timelines, and heavy client communication.

We are hiring a dedicated, full-time Customer Service & Operations Coordinator. You will act as the central anchor of our day-to-day operations, handling our front-line client phone traffic, managing specific repeat commercial real estate portfolios, and ensuring projects move seamlessly from an initial customer inquiry all the way through municipal permitting, production, installation, and final invoicing.

• Live Phone Operations: Serve as the primary face and voice of our digital phone system during active US business hours. You will answer incoming calls live, deliver exceptional customer service, triage client needs, take accurate messages, and rapidly route requests to the appropriate internal team members.
• Lead Inbox Monitoring: Maintain a hyper-responsive watch over our central corporate inbox, identifying incoming sales leads, flagging critical customer inquiries, and initiating prompt discovery outreach.

• Order-to-Invoice Execution: Personally own the 5-step project coordination workflow for our repeat commercial real estate client portfolios:
  1. Intake incoming signage or banner orders and extract technical specifications.
  2. Input data accurately into our central quoting system to generate client-facing pricing.
  3. Compile and deliver digital design proofs to the client for structural and aesthetic approval.
  4. Coordinate directly with our in-house production and installation crews to schedule manufacturing.
  5. Upon installation completion, package and send the final invoice database files alongside a completion photo to the customer.
• End-to-End Project Tracking: Shepherd assigned general leads through our entire custom project lifecycle, maintaining proactive customer service communication from inception to final delivery.

• Permit Lifecycle Management: Research, prepare, file, and track municipal sign permit applications across various local government jurisdictions.
• Compliance Documentation: Coordinate with clients and internal teams to gather structural drawings, property authorizations, and engineering notes required to clear regulatory hurdles before production begins.

• Accounts Receivable (AR) Follow-up: Monitor aging invoice ledgers and conduct professional, systematic administrative outreach to outstanding accounts to collect past-due balances.
• Project Close-Out Operations: Issue formal product warranty letters to corporate clients immediately following the successful close of completed installation jobs.
• Organic Digital Support: Execute light, structured administrative updates to our organic social media channels, showcasing completed high-profile installations and client success photos.

• 2–4+ Years of Cross-Functional Operations Experience: Proven background operating as a Customer Service Representative, Project Coordinator, or high-level Administrative Assistant within an industrial, manufacturing, construction, real estate, or print/signage environment.
• Elite Verbal & Written English: Because you will be answering live US customer phone calls throughout the day, you must possess flawless, clear, and highly articulate spoken English skills.
• Nice to Have: Direct sign-industry experience; next best would be experience in a speciality contractor setting that is project-based. 
• The "Air Traffic Controller" Persona: Hyper-organized, coordination-focused, and intensely reliable. You are someone who can handle a ringing phone, an incoming email, and an active production deadline simultaneously without breaking stride.
• Systems & Data Agility: High comfort level navigating modern remote tech stacks, including cloud-based ERP/quoting software, project management boards (e.g., Monday.com, ClickUp, or Asana), VOIP phone systems, and digital permitting portals.
• Professional Persistence: Comfortable and diplomatic when conducting outbound collections (AR) calls or chasing down municipal clerks for pending permit approvals.