Part Time

AlphaGraphics - US810•Round Rock, TX

12d•Onsite

About The Position

This role combines customer service, administrative support, and project coordination. The Administrative Assistant & Customer Service Coordinator is a key organizational role — someone who keeps projects moving, people informed, and processes followed, while also serving as a primary point of contact for our customers. This position serves as both the front line of customer communication and a central support role for internal operations. You will manage customer interactions, coordinate projects, support leadership, and help implement and maintain processes that keep the business running smoothly. You’ll thrive in this role if you enjoy learning many aspects of a business, keeping others on track, and taking initiative — while also knowing when to ask questions or escalate issues to leadership.

Requirements

Strong verbal and written communication skills: Comfortable speaking with clients in person and on the phone, Able to write clear, concise emails, messages, and internal documentation
Strong organizational skills: The ability to manage multiple projects simultaneously, High attention to detail and ability to follow and help enforce processes and procedures
Strong computer skills with the ability to quickly learn new software and systems
Ability to perform basic business math accurately
Problem-solving mindset with the ability to present solutions tailored to each situation
Self-starter who takes initiative, asks questions, and seeks clarity when needed
Comfortable working in a fast-paced environment with changing priorities
Professional in appearance, attitude, and actions
Genuinely enjoys helping customers and supporting teammates
Approachable, empathetic, and able to build trust quickly
Organized, dependable, and proactive
Comfortable being “in the middle” — coordinating people, projects, and information
Curious and eager to learn many aspects of the business
Resilient and calm under pressure
Invested in personal growth and the success of the company

Nice To Haves

3+ years of relevant experience
Success and growth in one or more of the following roles: Customer Service Representative, Inside Sales, or Account Manager, Administrative Assistant, Project Management
Familiarity, Interest or Passion in: The print, and/or sign industries - including methods and terminology, Design, art, and/or advertising/marketing, Project Management and/or Administrative Services

Responsibilities

Serve as a primary point of contact for walk-in, phone, email, and online customers.
Build rapport with customers through professional, friendly, and solution-oriented communication.
Accurately identify and document customer needs.
Discuss client projects, answer questions, and know when to involve other team members.
Provide options, value-added services, pricing, and turnaround times.
Create estimates, enter orders, complete transactions, and process payments.
Follow up on estimates and help close sales by asking for the order.
Notify customers when orders are complete and handle follow-up communication.
Project manage client orders by coordinating with internal team members, vendors, and clients to ensure deadlines are met.
Track multiple projects at once, helping keep others on task and aware of next steps.
Document conversations, procedures, and project details clearly and accurately.
Maintain organized files, records, and customer databases.
Assist leadership with administrative tasks, scheduling, follow-ups, and internal coordination.
Maintain lobby and bindery area cleanliness, organization, and preparedness.
Learn AlphaGraphics’ products, services, capabilities, pricing, and workflows in depth.
Help implement new processes and procedures.
Assist in training team members on updated processes, tools, and expectations.
Help ensure processes are followed consistently and identify gaps or opportunities for improvement.
Serve as a “go-to” resource for questions related to procedures, systems, and day-to-day operations.
Develop a working understanding of design and production processes (hands-on operation of some equipment may be required at times).
Communicate design and production concepts clearly to customers and team members.
Stay curious and continuously build knowledge across multiple areas of the business.
Support other departments as needed to keep operations flowing smoothly.