Office Manager - Print and Signage Studio

SpeedPro Windy City•Downers Grove, IL

9h•Onsite

About The Position

SpeedPro Windy City is a large-format printing and signage studio in Downers Grove, producing window graphics, wall murals, vehicle wraps, trade show displays, and signage for clients ranging from local businesses to national accounts. The Office Manager runs the front of the studio and oversees the client order process from the first inquiry through invoicing and follow-up. Design, production, and installation are handled by other team members; this role coordinates with those teams and serves as the primary client contact. The role is centered on organization and quality control. The Office Manager maintains a clear status and written record for every job, communicates schedules and changes to clients, and checks proofs against work orders before they are sent out. The person in this role confirms written client approval before production, ensures invoices and follow-ups are completed, and keeps office records, supplies, and paperwork in order. Print experience is not required; training is provided on products, materials, and software. This is an on-site position in Downers Grove, five days per week. The studio is growing, with opportunities over time to take on larger accounts, manage larger multi-location projects end to end, and contribute to developing this part of the business. Compensation is $25.00–$32.00 per hour.

Requirements

Experience handling people and details at the same time, such as in a busy customer-facing or coordination role.
Strong organizational habits and a written system for tracking job status, tasks, and handoffs.
A quality-minded approach, including checking work carefully before release and catching errors in details.
Warm, direct communication skills and comfort delivering unwelcome news to clients.
Comfort learning software; experience with an order, CRM, or scheduling system is applicable.
Proficiency with email, Outlook, and Excel.
Ability to work on-site in Downers Grove five days a week.

Nice To Haves

Experience in the sign, print, or graphics industry.
Quoting or estimating experience in a custom or made-to-order business.
Basic familiarity with Adobe Illustrator or Photoshop, sufficient to open a file and confirm it looks right; design work is not required.
Experience with permits, certificates of insurance, or W-9s.
A track record of building a process, introducing a checklist, or reducing an error rate.

Responsibilities

Answer inbound calls and emails the same business day and act as the studio’s primary client contact.
Keep clients updated on schedules and ready dates, and proactively communicate when schedules change.
Build accurate estimates in CoreBridge using the studio’s pricing structure.
Convert approved estimates into orders promptly and write complete work orders specifying material, finish, dimensions, and quantity.
Schedule installations and keep the in-house installation crew informed about jobs.
Coordinate with production on lead times so client dates are achievable.
Check every proof against its work order for resolution, orientation, dimensions, material, finish, and incorporation of client revisions.
Confirm client approval in writing before work goes to production.
Contact clients after completion to confirm their satisfaction.
Send invoices on the day work is completed and follow up on accounts receivable.
Ask satisfied clients for reviews and follow up on open estimates and past clients about repeat work.
Order supplies and print media before they run out.
Handle certificates of insurance, W-9s, vendor forms, and permit paperwork.
Keep the shop calendar, files, and records organized and accessible.