Remote Operations & Client Coordinator

Job Title:
Remote Operations & Client Coordinator | Part-Time to Full-Time

Job Description:

NuePrint is a commercial printing, signage, apparel, and branded-products company based in the Chicago area. We are looking for a highly organized, proactive Operations & Client Coordinator to help keep customer requests, quotes, orders, production, purchasing, follow-ups, and day-to-day communication moving.

This is not a role where you will simply wait for someone to assign your next task.

We have internal systems, an ERP, documented training materials, and automated workflows. We do not expect you to memorize every product, material, vendor, or process. We do expect you to know how to find answers, verify information, solve routine problems, and take ownership of work without continuous management supervision.

Responsibilities:

• Monitor and follow up on open customer requests.

• Make sure customer questions, approvals, artwork, payments, and other pending items do not get forgotten.

• Prepare and review quotes, orders, and invoices in our ERP.

• Follow up on outstanding quotes, deposits, and invoices.

• If you are unsure about a quote, invoice, or next step, follow up with the person who created it or the account owner before letting it sit.

• Monitor customer deadlines and identify problems before they become urgent.

• Keep Jira project and production statuses accurate.

• Verify actual production status before reporting that a job is current, complete, or ready.

• Source apparel, materials, and outsourced products from approved vendors.

• When an item is unavailable, check other warehouses, backup suppliers, and reasonable alternatives before escalating.

• Review vendor pricing and help keep ERP product and material costs current.

• During slower periods, review stale pricing, open orders, unpaid invoices, customer follow-ups, Jira statuses, purchasing needs, and training materials.

• Maintain accurate customer and order information.

• Research products and vendor information using spreadsheets, vendor websites, internal systems, and company documentation.

• Answer inbound customer and prospect phone calls through our company phone system.

• Make outbound calls to customers, vendors, prospects, and account contacts when follow-up is needed.

• Assist with sales follow-up and, over time, help with outbound prospecting and cold calling.

• Communicate professionally and confidently by phone, email , and internal messaging.

• Communicate clearly with customers, vendors, production staff, sales staff, and management.

What Matters Most:

Printing experience can be learned. What matters most is how you approach the work.

We need someone who consistently:

• Looks for the answer before asking.

• Follows a customer issue through until it is resolved or clearly handed off.

• Verifies information before saying something is complete, accurate, or current.

• Checks alternatives when the first solution does not work.

• Notices and manages deadlines without needing reminders.

• Uses available downtime productively.

Before escalating a routine issue, we expect you to check the available training materials, ERP, previous orders, vendor information, Jira, and other company resources first.

When bringing a problem to management, you should be prepared to explain:

• What is the problem?

• What have you already checked?

• What options did you find?

• What do you recommend?

Requirements:

• Excellent written and spoken English.

• Clear, professional phone communication skills.

• Comfortable answering calls from U.S.-based customers and prospects.

• Comfortable making outbound customer follow-up calls.

• Willing and able to assist with cold calling and sales prospecting as the role develops.

• Strong attention to detail.

• Strong organizational and follow-up skills.

• Ability to work independently without constant supervision.

• Comfortable researching answers and learning new systems.

• Experience in operations, customer service, order management, purchasing, project coordination, sales support, or a similar role.

• Comfortable using Microsoft Excel, Microsoft Teams, email , PDFs, and web-based business software.

• Comfortable working with ERP, CRM, project-management, and vendor-ordering systems.

• Reliable computer capable of handling multiple browser tabs, Microsoft applications, ERP systems, and VoIP phone software.

• Reliable high-speed internet connection suitable for clear VoIP phone calls and regular online work.

• Reliable headset or microphone setup for professional phone calls.

• Ability to work consistently during agreed hours with overlap during U.S. Central Time business hours.

Experience with ERP systems, Jira, printing, signage, apparel, promotional products, purchasing, cold calling, sales support, or U.S.-based customers is helpful but not required.

Schedule:

• This position begins part-time at approximately 20 hours per week.

• The first 60 days are a training and evaluation period.

• During this time, you will learn NuePrint's systems, procedures, products, vendors, workflow, and communication standards.

• After successfully completing the training period and demonstrating that you can independently handle the responsibilities of the position, the role is expected to transition to full-time at approximately 40 hours per week.

• The full-time transition is based on performance and is not automatic.

Compensation:

• $450-$550 USD per month during the initial 20-hour-per-week training period.

• Starting compensation within the range will depend on experience, written and verbal communication, systems proficiency, customer-service experience, and demonstrated ability to work independently.

• Compensation will increase if the position successfully transitions to full-time after the training period.

How to Apply:

Please include your resume and answer all of the following questions:

• A customer needs an order Tuesday. You email ed them Thursday requesting missing information. It is now Friday morning and they have not responded. What do you do?

• You are ordering apparel and your usual warehouse is out of one size. What do you do before contacting your manager?

• Your manager asks whether all active projects in the project-management system are up to date. How would you verify that before answering?

• You have completed everything assigned to you and still have several hours remaining in your workday. What do you do?

• A potential customer calls asking for pricing, but you do not immediately know the answer. How would you handle the call?

• Are you comfortable making outbound follow-up calls and eventually assisting with cold calling to potential business customers?

Applications that do not answer all six questions will not be considered.