Overview
Office Operations & Customer Experience Coordinator Jobs in Medford at Acerbo’s Auto Trim
Position Overview
Acerbo’s Wraps & Graphics is looking for a highly organized, confident, and detail-oriented Office Operations & Customer Experience Coordinator to support our General Manager and help manage customer communication, scheduling, job flow, quality checks, and daily office operations.
This is not a basic receptionist position. This person will be a key point of contact between customers, management, design, production, and installation staff. The right candidate must be professional on the phone, personable with customers, extremely organized, and comfortable working in a busy, fast-paced shop environment. Pay will be based upon experience and skill sets brought to the table.
We are looking for someone who can communicate clearly, follow up consistently, protect management and staff time, and help keep jobs moving from the first customer inquiry through completion. Experience in signs, vehicle wraps, graphics, print, automotive, body shops, dealerships, or a similar industry is strongly preferred.
Main Responsibilities
- Answer phones, emails, and customer inquiries professionally and efficiently
- Greet and assist customers, vendors, and visitors
- Act as a gatekeeper for the General Manager by screening calls, organizing priorities, and directing customers to the appropriate next step
- Create and update leads, customers, quotes, jobs, and project notes in ShopVox or similar job management software
- Help coordinate customer jobs from inquiry through design, approval, production, installation, invoicing, and pickup
- Assist with scheduling jobs for design, production, and installation
- Communicate with customers about due dates, artwork needs, approvals, deposits, installation expectations, job status, and pickup timing
- Check in customer vehicles at drop-off and make sure all needed information is documented
- Complete a final quality check on completed jobs before notifying customers that their vehicle or project is ready for pickup
- Assist with invoicing completed jobs and making sure job details, payments, deposits, and balances are accurate
- Collect deposits, payments, and credit card information accurately
- Follow up on quotes, pending approvals, design requests, deposits, scheduled jobs, and completed projects
- Maintain organized calendars, schedules, charts, follow-up lists, and job tracking systems
- Help identify what files, logos, artwork, measurements, vehicle information, or project details are needed before a job moves forward
- Communicate clearly with internal staff so everyone has the correct information and expectations
- Assist with customer follow-up systems, process improvements, and office organization
- Learn company pricing, products, materials, and procedures with the goal of assisting with quoting jobs over time
- Help with light marketing, social media, inventory check-in, and administrative duties as needed
What We Are Looking For
The ideal candidate is organized, confident, and able to stay calm while managing multiple moving parts. This person should enjoy helping customers, but also know how to set professional boundaries when a customer is taking excessive time or pulling staff away from priority work.
This role requires someone who can work independently, think ahead, and follow through without constant reminders. The office and shop are active, loud, and fast-moving, so the right person must be comfortable with interruptions, changing priorities, and a steady flow of customer and staff communication.
This person should also have a strong eye for details. Before a completed job is released to the customer, they will be expected to help verify that the job is complete, clean, accurate, and ready for pickup according to company standards.
Required Skills
- Strong phone skills and customer service experience
- Excellent written and verbal communication
- High attention to detail
- Strong organization and follow-up skills
- Ability to multitask while keeping accurate notes and records
- Comfortable using email, calendars, spreadsheets, and office software
- Proficient with Google Workspace, Gmail, Google Calendar, Microsoft Office, and Excel
- Ability to learn job management software and internal systems
- Comfortable collecting payments and handling customer account information
- Comfortable reviewing completed work and checking details before customer pickup
- Professional, friendly, and confident with customers and staff
- Able to work in a fast-paced office connected to a production and installation shop
Preferred Experience
- Sign shop, wrap shop, print shop, graphics, automotive, dealership, or body shop experience
- Knowledge of vehicles, vans, trucks, commercial vehicles, and basic vehicle features
- Understanding of graphic design basics, including logos, vector files, proofs, print-ready files, and artwork requirements
- Experience with ShopVox, QuickBooks, CRM software, scheduling software, or similar platforms
- Bookkeeping, invoicing, payment processing, or basic estimating experience
- Experience supporting an owner, manager, or leadership team
- Interest in using AI tools, automation, templates, and systems to improve customer follow-up and office efficiency
Success in This Role Looks Like
- Customer calls and emails are answered and followed up on promptly
- Jobs are tracked clearly from inquiry through completion
- Quotes, approvals, deposits, installations, invoices, and pickups do not get missed
- Completed jobs are quality checked before customers are contacted
- Invoices are created accurately and in a timely manner
- The schedule is organized and easy for the team to understand
- Customers receive clear expectations and timely updates
- Staff members have the information they need to complete their work
- The General Manager is protected from unnecessary interruptions
- Office systems become more organized, efficient, and consistent
- Over time, the person in this role becomes capable of assisting with basic quoting and customer project estimates
Work Environment
This is a busy office connected to a production and installation shop. There are phones ringing, customers coming in, vehicles being dropped off, employees asking questions, and multiple deadlines happening at once. The right candidate must be comfortable in this type of environment and able to stay organized under pressure.
Minimum Requirements
- High school diploma or equivalent
- Minimum 2 years of customer service or office administration experience
- Strong computer skills
- Strong organization and communication skills
- Dependable, proactive, and detail-oriented
Job Types: Full-time, Part-time
Pay: $18.00 – $25.00 per hour
Benefits:
- Employee discount
- Paid time off
Application Question(s):
- Do you have any experience with invoicing, collecting payments, deposits, or quoting jobs?
- What systems do you use to stay organized and follow up on tasks?
- Have you ever worked in a sign shop, wrap shop, print shop, body shop, dealership, or automotive-related business?
Work Location: In person
Title: Office Operations & Customer Experience Coordinator
Company: Acerbo’s Auto Trim
Location: Medford
