Back Office Coordinator with Quickbooks experience

Job Summary:
The Back Office Coordinator will provide critical administrative and operational support to the owner, graphic designers, shop drawing freelancers, vendors, and clients. This role requires a detail-oriented individual who is fluent in English, proficient with QuickBooks and spreadsheets, and capable of managing multiple tasks in a fast-paced environment. The coordinator will focus on back-office tasks, including estimates, invoicing, vendor coordination, and client communication, to support the company’s success.
Key Responsibilities:
• Estimates and Invoicing: Prepare, manage, and track estimates, quotes, and invoices using QuickBooks with accuracy and attention to detail.
• Vendor and Manufacturing Coordination: Communicate with vendors and manufacturing companies to obtain quotes, confirm orders, and manage timelines (training provided).
• Client Communication: Act as a point of contact for clients, such as contractors and developers, via email and WhatsApp, responding to inquiries about installation schedules, invoices, and estimates.
• Designer and Freelancer Support: Collaborate with graphic designers and shop drawing freelancers to ensure project specifications are met and deadlines are adhered to.
• Administrative Tasks: Promptly respond to company emails and WhatsApp messages, maintaining professional and clear communication.
• Social Media Management: Manage and update the company’s social media accounts to enhance brand visibility and engagement.
• Spreadsheet Management: Create and maintain spreadsheets to track company expenses, vendor information, and item details with precision.
Qualifications and Skills:
• Experience:
• Proven experience in administrative support, project coordination, or back-office operations, ideally in a related industry (e.g., signage, construction, or manufacturing).
• Proficiency in QuickBooks for creating estimates, quotes, and invoices.
• Strong spreadsheet skills (e.g., Microsoft Excel or Google Sheets) for managing expenses and vendor data.
• Language: Fluency in English (reading, writing, speaking, and typing) with excellent communication skills.
• Technical Skills: Comfortable using email, WhatsApp, and social media platforms for professional communication and marketing.
• Interpersonal Skills: Ability to build and maintain relationships with vendors, clients, and team members, including designers and freelancers.
• Organizational Skills: Strong multitasking abilities with a keen eye for detail and the capacity to manage multiple priorities in a fast-paced environment.
• Adaptability: Willingness to learn industry-specific processes (training provided) and adapt to evolving business needs.
• Preferred: Experience in social media management or working with contractors/developers is a plus but not required.
Why Join Us?
• Opportunity to work in a creative and growing sign company with a collaborative team.
• Flexible part-time schedule (to be discussed).
• Training and support provided to ensure success in vendor and industry-specific tasks.
• Be part of a business that values client relationships and quality craftsmanship.