Customer Service Project Coordinator

SpeedPro Apex; Apex (NC); On-site; USD 40,000 - 70,000; Full time

Job summary

SpeedPro Apex is seeking a Customer Service & Project Coordinator to be the welcoming face for clients and a bridge to our production team. You will listen to client needs, guide material choices, and manage orders from inquiry to delivery with accuracy and empathy.

You will coordinate workflows, track job progress in the CRM, and maintain strong client relationships. The role emphasizes detail, budgeting awareness, and proactive communication in a fast-paced shop environment.

Qualifications

• 2+ years in customer service, account management, or office coordination.
• Exceptional verbal and written communication; ability to diffuse project stress.
• Comfort with basic math and measurements for pricing and dimensions.
• Proficiency in Microsoft Office; ability to navigate CRM systems.
• Strong organization and time management in a busy shop environment.
• High School Diploma or equivalent required.

Responsibilities

• Serve as the primary link between clients and production; listen to needs and guide toward materials and solutions.
• Manage orders from inquiry to pickup or delivery; provide accurate quotes and specifications.
• Coordinate with production and design teams to meet deadlines and proofs.
• Maintain detailed project notes in the CRM and provide proactive client updates on status.
• Coordinate vendors and outbound shipping; notify clients when orders are ready for pickup.
• Represent SpeedPro Apex at local events to stay connected with the community.

Skills

Customer Service

Account Management

Office Coordination

Communication

Detail Oriented

CRM Systems

Microsoft Office

Time Management

Education

High School Diploma

Tools

CRM Software

Adobe Illustrator

Job description

About SpeedPro Apex

At SpeedPro Apex, we bring visual ideas to life. As part of a premier national network of wide-format graphics studios, we specialize in high-impact trade show displays, wall murals, vehicle wraps, retail graphics, and custom business signage.

We pride ourselves on precision craftsmanship, cutting-edge technology, and—above all—an incredible customer experience. We are looking for a dedicated Customer Service & Project Coordinator who genuinely loves helping clients and bringing order to complex projects.

Role Summary

As a Customer Service & Project Coordinator, you are the welcoming face and voice of SpeedPro Apex. You will serve as the primary link between our clients and our production team—listening to client needs, guiding them toward the right materials and solutions, and managing their orders from initial inquiry to final pickup or delivery.

The ideal candidate is an empathetic communicator, a natural problem-solver, and a master multi-tasker who takes pride in making every client interaction smooth, clear, and positive.

Key Responsibilities

Client Service & Consultation

• Frontline Client Care: Respond promptly, warmly, and professionally to incoming customer inquiries via phone, email, and front-desk walk-ins.
• Consultative Guidance: Work closely with clients to understand their vision, educate them on substrate options (vinyl, acrylic, banners, etc.), and recommend the best products for their budget and timeline.
• Relationship Building: Build lasting trust with existing account holders, ensuring they feel supported, valued, and eager to work with us again.
• Estimating & Order Entry: Calculate job costs, generate precise quotes, and accurately enter detailed specifications into our studio system.

Project Coordination & Production Support

• Workflow Management: Partner closely with the production and design teams to ensure project specs are clear, proofs are approved, and deadlines are met.
• Job Tracking & Updates: Maintain detailed project notes in our CRM platform and keep clients proactively updated on their order status.
• Logistics & Vendor Care: Coordinate specialized vendors when needed, process outbound shipping with various carriers, and notify clients when orders are ready for pickup.
• Community Engagement: Represent SpeedPro positively by occasionally attending local business networking events to stay connected with our community.

Qualifications & Skills

Requirements

• Experience: 2+ years in a dedicated customer service, account management, or office coordination role.
• Communication: Exceptional verbal and written communication skills with a natural ability to connect with people and diffuse project stress.
• Detail-Oriented & Math Skills: Comfortable with basic math and measurements (pricing calculations, dimensions, square footage).
• Software Proficiency: Computer-savvy with proficiency in Microsoft Office, fast data entry, and comfort navigating job-tracking/CRM systems.
• Organization: Top-notch time management skills with the ability to prioritize tasks seamlessly in a busy shop environment.
• Education: High School Diploma or equivalent required.

Nice-to-Haves

• Prior experience in a print shop, sign studio, or graphic design environment.
• Basic familiarity with Adobe Creative Cloud (especially Adobe Illustrator) for quick file reviews or proofing.

Work Environment & Hours

• Location: In-studio role at our Apex, NC location.
• Schedule: Standard schedule is Monday through Friday, 8:30 AM to 5:00 PM (no weekends).