Customer Service/Office Manager AASP20260615

Job Description

Job Description

DETAILS OF POSITION

Location: Santa Maria / Full-time: Monday - Friday / Hours: 9:00am - 5:00pm / Starting Rate: $24.00 per hour

PURPOSE OF POSITION

Beacon, formerly VTC Enterprises/LOVARC has been supporting people with developmental disabilities since 1962. Part of fulfilling our mission includes providing individuals with community experiences to develop and promote their independence.

This position is responsible for coordinating operations for the branded merchandise department, supporting sales activities, and serving as a liaison between customers and production to ensure accurate communication regarding project capabilities, timelines, and order requirements.

For more information visit our website: 

Essential Functions and Responsibilities 

To perform this job successfully, a person must be able to perform each essential function satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  Other duties may be assigned.

Customer Communication & Sales Support

• Serve as the primary point of contact for customers, communicating order details, artwork requirements, production timelines, and delivery logistics.
• Build and maintain strong client relationships by identifying upsell opportunities, responding to inquiries, and setting accurate expectations around production capabilities.
• Support business development efforts by following up on quotes, encouraging repeat business, and assisting with outreach and promotional initiatives.

Estimating and Order Intake

• Prepare accurate and timely quotes for screen printing, embroidery, and branded merchandise using established pricing structures and production guidelines.
• Review order specifications for feasibility, profitability, and alignment with production capacity.
• Process work orders by documenting all production details, including artwork, garment specifications, quantities, and deadlines.

Production Coordination & Scheduling

• Coordinate with the Branded Merchandise Manager and production team to schedule jobs and optimize workflow efficiency.
• Track job progress, communicate updates to customers, and proactively address delays or production challenges.
• Collaborate across departments to ensure alignment between customer expectations and operational capabilities.

Operations & Inventory

• Monitor and maintain inventory levels for garments, inks, and production supplies.
• Coordinate purchasing and replenishment to prevent production delays and manage costs effectively.

Finance & Administrative Management

• Generate invoices, track payments, and follow up on outstanding accounts.
• Partner with accounting to ensure accurate financial records and reporting.
• Maintain organized records of customer accounts, orders, and transactions.

File & Data Management

• Organize and maintain digital and physical files, including customer records, artwork, and order documentation.
• Ensure all production and customer information is accurate, accessible, and up to date within company systems.

Compliance & Process Improvement

• Ensure compliance with company policies, industry standards, and safety regulations.
• Identify operational issues and implement solutions to improve workflow efficiency, accuracy, and customer satisfaction.

SUPERVISORY RESPONSIBILITIES
None

Qualifications  include the following. The requirements listed below are representative of the knowledge, skill and/or ability required for this position.  

Education and/or experience: Minimum of a High School diploma or equivalent. Minimum of three (3) years’ experience in office management, bookkeeping, or customer service position with preference given for prior experience in branded merchandise industry sales.

Communication skills:    Ability to read, comprehend, and follow written and verbal instructions,
correspondence, and job-related documentation in English. Clearly communicate production capabilities, limitations, timelines, and order requirements to customers and internal team members. Present information effectively in one-on-one and small group settings. Establish and maintain positive, cooperative working relationships with coworkers, management, and customers. Interact professionally and diplomatically with the public to support a high level of customer service.

Technical/Computer Skills: Proficiency in Microsoft Office (Word, Excel, Outlook). Ability to learn and navigate order management, scheduling, and production workflow systems.

Professional Skills & Abilities:

• Strong organizational and self-management skills with the ability to prioritize tasks and manage competing deadlines in a fast-paced environment.
• Ability to adapt to changing workloads and production demands.
• Experience with scheduling and production planning to support efficient workflow.
• Apply sound judgment and problem-solving skills to evaluate situations and make informed decisions.
• Anticipate potential issues and consider outcomes before taking action.
• Recognize urgent situations and respond appropriately to ensure safety and operational continuity.

Certificates, Licenses, Registrations: Valid driver’s license with insurable driving record. Insured personal vehicle available for work use as needed.

Other Skills and Abilities:    Knowledge of screen printing, embroidery, and production workflows sufficient to interpret customer needs and convert them into clear production requirements, preferred.

Benefits

• Paid holiday, vacation, and family leave
• Medical, Dental, and Vision
• 401-K
• Employment Assistance Program (EAP)

Beacon is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.