Job Description
About the Role (Project Assistant) We are a fast-growing commercial sign company and need someone who can handle all project admin work. This includes quotes, deposits, job setup, invoicing, and assembling complete job packets so the production/installation teams always have what they need each day. Must work Central USA time (9am–6pm). ⸻ What I Need From You (Core Responsibilities) • Format and send quotes from the pricing I provide. • Send deposit invoices and follow up until paid. • Create and organize new jobs in ShopVox and Dropbox.
• Coordinate with the Design Coordinator to make sure final approved designs are in place. • Issue POs for permits, engineering, surveys, and any subcontracted services. • Save and forward invoices to finance. • Assemble complete job packets for each job and place them in a “Ready to Print” folder daily. • Send final invoices and follow up on unpaid balances. • Keep all project information clean, accurate, and up to date. ⸻ What
This Role Looks Like Day-to-Day • Turn pricing into clean quotes and send to customers.
• After deposits: build job folders + ShopVox setup. • Prepare job packets with final art, notes, measurements, approvals, and install info. • Place packets in the “Ready to Print” folder for next-day production. • Issue and track POs. • Organize all documents and paperwork for each job. • Support the PM by keeping project files complete and correct. ⸻ What You Must Be Good At • Staying organized • Managing many small tasks • Clean communication • Keeping folders and documents structured • Following simple processes • Working Central USA hours (9am–6pm) Apply tot his job