Administrative Coordinator
Minuteman Press Sarasota
Minuteman Press Sarasota, a locally owned and operated print and design shop, is seeking a highly organized and detail-oriented Administrative Coordinator to support our fast-paced, creative environment. This role is a key connector between our clients, graphic design team, and production staff—ensuring that every project runs smoothly from quote to delivery.
About the Role
As Administrative Coordinator, you will play a central role in the customer experience, overseeing front desk operations, preparing quotes, entering work orders, managing invoices, handling payments, and ensuring timely communication between clients and internal teams. You’ll also collaborate closely with our graphic designers and production specialists to keep jobs on track and exceed client expectations.
Key Responsibilities
Serve as the first point of contact for clients—greeting visitors, answering phones, and managing email communication with professionalism and care.
Prepare accurate quotes, work orders, and invoices using in-house systems (including QuickBooks).
Coordinate job details between customers and the design/production teams to ensure clarity, accuracy, and timely execution.
Handle incoming payments, track billing, and maintain accurate financial records.
Monitor job progress and proactively update clients on timelines, revisions, and delivery.
Maintain both physical and digital filing systems for client records and job documentation.
Support office operations including calendar scheduling, supply inventory, and administrative support.
Proofread materials and correspondence for accuracy before finalization.
Participate in continuous improvement of internal workflows and client service strategies.
Qualifications
Proven experience in an administrative, print shop, or customer service role.
Strong communication skills with the ability to clearly convey information and build client relationships.
Proficiency in Microsoft Office, Google Workspace, and familiarity with QuickBooks (or similar).
High attention to detail, especially in quoting and data entry.
Ability to manage multiple tasks and deadlines with efficiency.
Comfort working in a collaborative, team-based environment.
Bilingual is a plus but not required.
Experience in a print, design, dental, or medical office environment is beneficial.
Join our team at Minuteman Press Sarasota and be part of a local business that values creativity, quality, and outstanding customer service. Your coordination and communication skills will directly impact our ability to bring ideas to life through print.