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).
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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.
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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.
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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 Now
Apply Now