Administrative Assistant – Coordinator
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Job Description
Coordinate custom order inquiries, manage customer communication, and facilitate order processing efficiently. Play a key role in guiding customers through the custom production pipeline.
Responsibilities:
- Respond to incoming custom order inquiries promptly and professionally using approved language and messaging
- Quickly assess each customer's level of knowledge, budget, and vision to tailor your communication approach accordingly
- Ask the right questions to gather all necessary information needed to build an accurate quote
- Guide customers through the custom production process in a clear, friendly, and efficient manner
- Manage communication across multiple channels (email, text, DMs, etc.) without letting anything fall through the cracks
- Decipher customer requests and translate them into actionable production details
- Make informed recommendations on art direction, garment selection, decoration methods, and overall product fit based on the customer's goals and budget
- Build accurate quotes with correct pricing and present them to customers clearly
- Send payment links and ensure payment is collected before orders move into production
- Coordinate all order details so the in-store team receives a complete, ready-to-execute package
- Follow up with customers who have received quotes but have not yet confirmed their order
- Re-engage previous customers to encourage repeat business and referrals
- Maintain an organized record of all active, pending, and completed inquiries
- Proactively flag urgent timelines or at-risk orders to the in-store team
- Own the inquiry-to-invoice pipeline end-to-end, escalating only when necessary
- Adapt and improve communication templates and workflows as the team finds more efficient approaches
- Help identify volume bottlenecks and suggest solutions to maximize the number of orders we can process
- Work in sync with the in-store team to ensure seamless handoffs and shared visibility on order status
Requirements:
- This is a full time role
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