Customer Service & Operations Coordinator

Small Commercial Print Shop — Full Time – In-Person (Not a Remote Position)

Westlake, Ohio

Position Overview

We are a small, fast-paced commercial print shop seeking a reliable and customer-focused team member to serve as our Customer Service & Operations Coordinator. With a team of only five employees (including you), collaboration and flexibility are essential — every team member contributes across multiple areas to keep operations running smoothly.

The primary focus of this role is customer service, acting as the first point of contact for clients while ensuring orders are accurately processed and communicated internally. Beyond customer interaction, the position includes administrative and operational support duties typical of a small business environment.

This role is ideal for someone who is organized, computer-savvy, eager to learn, and comfortable taking initiative.

Key Responsibilities

Customer Service (Primary Focus)

• Answer incoming calls professionally and assist customers with inquiries
• Manage and prioritize email requests in a timely manner
• Prepare accurate job quotes using our proprietary software within an acceptable margin of tolerance
• Communicate order details clearly with production staff
• Maintain positive client relationships through responsive service
• Resolve basic customer concerns and escalate when appropriate

Administrative & Operational Support

• Assist with shipping and receiving tasks
• Organize and track incoming supplies and actively initiate communication for finished products
• Maintain order records and documentation
• Support workflow coordination to meet deadlines
• Perform general office administration duties

Team & Workflow Support

• Assist in prioritizing daily work
• Help maintain a clean and organized workspace
• Identify process improvements and communicate suggestions
• Provide backup support for other team members when needed

Required Skills & Qualifications

• Strong customer service mindset and professional communication skills across written, phone, and in-person interactions
• Active listening and clear information gathering
• Ability to manage customer expectations
• Calm, solution-focused problem solving
• High level of computer literacy and comfort learning new software
• Excellent organizational skills and attention to detail
• Ability to prioritize tasks in a fast-paced environment
• Strong note-taking and information retention abilities
• Comfortable switching between tasks as priorities change
• Self-directed problem solving
• Willingness to take ownership of responsibilities
• Ability to work independently within a team setting

Preferred (But Not Required)

• Previous customer service or administrative experience
• Experience in printing, manufacturing, or production environments
• Familiarity with quoting or order management systems

Training & Development

Training is provided on internal systems and workflow. Candidates should bring a willingness to learn, strong organizational habits, and a proactive mindset.

Work Environment

• Small team atmosphere where everyone contributes
• Hands-on, fast-moving workday
• Opportunity to grow with the business

Ideal Candidate

You thrive in small teams, enjoy variety in your day, and take pride in keeping things organized and moving forward. You’re comfortable juggling tasks, learning new tools, and stepping in wherever needed.