Office Manager - Print and Signage Studio

About us: SpeedPro Windy City is a large-format printing and signage studio in Downers Grove. We produce window graphics, wall murals, vehicle wraps, trade show displays, and signage for clients across Chicagoland and the nation, from local businesses to national accounts. We are a small team, which means the work you do is visible and it matters.

About this role: You run the front of the shop. Every client order comes through you, from the first phone call to the paid invoice, and the office runs because you run it. You are the person our clients talk to, and you are the person who makes sure nothing leaves this building wrong. When a client calls asking where their job is, you know. When a proof goes out, you checked it. When a job wraps, you close the loop. When the printer needs media ordered or a client needs a certificate of insurance, that is you too. Design, production, and installation are handled by other people on our team. We are looking for someone who wants to be excellent at exactly this seat. You do not need print experience. We will teach you the products, the materials, and our software. What we cannot teach is how you are wired. The two things this seat runs on are organization and quality.

Organization: you keep a system, every job has a status, and nothing lives in your head. Quality: you check before you release, and you catch the wrong size, wrong finish, or wrong material before the client does. If those two things describe you, keep reading. What you will own Client communication Answer every inbound call and email the same business day, every time Be the voice of the studio. Clients should like talking to you and trust what you tell them, including when the answer is "that date will not work, but here is what will"Keep clients current on schedules and ready dates, and call proactively when something moves Quoting and order entry Build accurate estimates in CoreBridge using our pricing structure. We train this Convert approved estimates into orders promptly, without the client having to chase you Write clear, complete work orders that specify material, finish, dimensions, and quantity for our production team SchedulingSchedule installations and keep our in-house installation crew current on every job Work with production on lead times so the dates you give clients are dates we can hit Quality gate Check every proof against the work order before it goes to the client: resolution, orientation, dimensions, material, finish, and whether client revisions were actually incorporated Confirm client approval in writing before anything goes to production This is the most important part of the job. You are the last set of eyes Closing the loop Contact every client after job completion to confirm everything went well Send invoices the same day work is completed, and run AR follow-upAsk satisfied clients for reviews Follow up on open estimates and reach back out to past clients about repeat work Running the office Keep supplies and print media ordered before we run out Handle certificates of insurance, W-9s, vendor forms, and permit paperwork Keep the shop's calendar, files, and records in order so anyone can find anything

What we are looking for: RequiredExperience handling people and details at the same time. That could be a dental or medical front desk, a dispatcher, a restaurant or retail manager, a service advisor, a property manager, an insurance or logistics coordinator, or customer service at a small company where you had to keep track of everything yourself. If you have kept a busy place organized and kept the people in it happy, you have the background we need Organized, with a system. Every open job has a status you can state without looking. You keep lists, you close them, and when you are out for a day, someone else can pick up where you left off because it is written down. We need a person with a system, not a person who is generally careful Quality-minded. You check before you release. Our work fails on details: wrong finish, wrong material, wrong size, a revision that never made it into the proof. You are the last set of eyes, and you treat that as the job, not an extra step Warm and direct. We need someone clients enjoy working with who is also comfortable delivering news they do not want to hear Comfortable learning software. We use CoreBridge for orders; if you have used any order, CRM, or scheduling system, you will pick it upSolid with email, Outlook, and ExcelOn-site in Downers Grove, five days a week

How to apply: Send us your resume. If it looks like a fit, we will set up a short call to talk through your experience and answer your questions about the role. SpeedPro Windy City is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.