What are the responsibilities and job description for the Administrative & Inside Sales Assistant position at Schaefer Sign Works?
Benefits:
The Administrative & Inside Sales Assistant supports daily office operations and inside sales activities in a fast-paced sign shop. This role assists with customer communication, job paperwork, order entry, and coordination between sales, design, production, and installation teams. The ideal candidate is organized, detail-oriented, and eager to learn sign industry processes.
Key Responsibilities
Customer Service & Inside Sales Support
- Bonus based on performance
- Competitive salary
- Paid time off
The Administrative & Inside Sales Assistant supports daily office operations and inside sales activities in a fast-paced sign shop. This role assists with customer communication, job paperwork, order entry, and coordination between sales, design, production, and installation teams. The ideal candidate is organized, detail-oriented, and eager to learn sign industry processes.
Key Responsibilities
Customer Service & Inside Sales Support
- Answer phones, respond to emails, and greet walk-in customers
- Collect basic project information for signage requests (type of sign, size, location, and timing)
- Assist with preparing and sending quotes and sales documents
- Follow up on open quotes and customer questions
- Enter orders and customer information into the job management system
- Provide customers with basic order status updates
- Assist with daily office tasks such as filing, scanning, and organizing job paperwork
- Maintain job folders including artwork approvals, emails, and notes
- Help schedule appointments, site visits, and installations
- Help maintain office and shop supply inventories and place orders as needed under direction
- Assist with data entry, reports, and general administrative tasks
- Backfill for print production if required.
- Assist with tracking inventory levels for common sign materials such as vinyl, substrates, laminates, hardware, and consumables
- Notify management when materials are running low
- Help place material orders and verify deliveries against packing slips
- Assist with organizing material storage areas to keep items labeled and accessible
- Help move jobs through the shop by coordinating information between departments
- Verify that job details and approvals are complete before production begins
- Track job progress and alert team members if information is missing
- Communicate simple updates between sales, production, and installation teams
- Help prepare invoices and collect deposits
- Assist with tracking permit paperwork and required documentation
- Support job close-out by ensuring paperwork is complete
- Learn sign shop terminology, materials, and production processes
- Learn how jobs flow from quote to production to installation
- Take on additional responsibilities as skills and experience grow
- High school diploma or equivalent
- 0–2 years of experience in an office, customer service, or administrative role
- Strong organizational and time-management skills
- Clear and professional communication skills
- Basic computer skills and comfort learning new software
- Strong attention to detail
- Experience in customer service, retail, or office support
- Familiarity with Microsoft Office
- Interest in design, printing, or manufacturing environments
- Office-based position within a sign shop
- Frequent interaction with production and installation teams
- Training provided on industry-specific tools and processes