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  • Overview

    Personalized Shop Administrative Assistant

    This position is based out of the Paper Source Distribution Facility at 7801 Industrial Drive in Forest Park, IL. The employee reports directly to the Personalized Shop Order Administration Supervisor with a dotted line business relationship with our vendor partners, Care Team, Paper Source stores, and customers.


    Position Summary

    The Administrative Assistant will be responsible for various job tasks supporting our custom printing business. The chief focuses are to ensure timely and accurate processing of custom printing orders; and related logging, troubleshooting, follow-up, and assistance. Admin team members are expected to work collaboratively with all related partners and customers to support a high level of quality and on-time status in all job tasks completed. Responsibilities could include but not limited to the following: 


    Essential Job Responsibilities and Accountabilities

    1. Daily Operations
    • Sets up new customer files (hard and soft copies) and checks new orders
    • Logs new orders, errors, and status updates in Excel spreadsheets and internal order management system
    • Confirms charges match paid amounts and facilitates price discrepancy process
    • Reviews web order previews and submits orders through vendor portals
    • Coordinates proofs, revisions, order adjustments, and print approvals between customers and vendors
    • Checks status of open orders and follows up on delays and/or questions to ensure timely completion


    1. Customer Service
    • Fields phone calls and emails from vendors, customers, and stores
    • Proactively communicates order updates including delays and ship confirmations to customers
    • Uses established email signatures and process guides to support consistency
    • Maintains accurate, concise, clear, and professional correspondence in all communication
    • Provides helpful information and creative solutions for both store and customer service needs


    1. Team Communication
    • Partners with team and Supervisor to assess and meet daily needs and priorities
    • Communicates any availability, questions, and/or outstanding work to support on-time and quality work
    • Logs daily activity, order counts, and errors that contribute to weekly and monthly recaps
    • Continually builds knowledge of product offerings, services, and internal processes



    • Passion for the Paper Source brand and its products
    • Professional and friendly approach in all internal and external interactions
    • Clear and concise written and verbal communication
    • Strong time management and organization skills
    • Creative problem-solving skills to consistently provide satisfactory resolutions and service



    • Attention to detail and ability to adhere to formats used in emailing, file structure, and processes
    • Ability to perform in a fast-paced, time-sensitive, and open-office environment
    • Availability to work according to business needs including flex scheduling, weekends, and overtime


    Preferred Skills

    • Experience in a retail or invitations/printing-focused environment
    • Knowledge of printing terms and principles
    • Proficient in MS Office and Adobe Creative Suite


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