Customer Support and Project Coordinator

This is a part-time position in Orlando.
It may require an occasional in-person team meeting, typically once a month.
30 hours per week.
Requires a dedicated home office to work from.
Company Overview
theVideoCards LLC is a fast-growing B2B marketing company based in Orlando, Florida, specializing in high-impact video marketing products that help brands stand out and drive results. We design and produce custom video brochures, video mailers, video boxes, and video business cards used by sales and marketing teams to create memorable, engaging experiences.
Our clients range from growing businesses to established brands looking for a more creative way to connect with their audience. We take pride in delivering high-quality, customized products while moving quickly and staying responsive to client needs.
We are a lean, collaborative team where everyone plays an important role in the success of the business. If you enjoy variety, taking ownership of your work, and being part of a team that values initiative and ideas, you’ll feel right at home here.
Position Summary
The Operations & Client Success Manager is a central role that blends operations, client communication, and project coordination. Reporting directly to the company owner, this person serves as the main point of contact for clients while helping ensure each order moves smoothly from initial inquiry through delivery.
In this role, you’ll manage client communication, prepare quotes, coordinate with production, and keep projects organized and on track. It’s a great fit for someone who enjoys variety in their day, likes staying organized, and takes pride in creating a positive client experience.
You’ll have the opportunity to take ownership of your work, think through solutions, and make a meaningful impact on both operations and client relationships. At the same time, you’ll be supported with clear expectations and processes to help you succeed.
The ideal candidate is proactive, detail-oriented, and comfortable balancing multiple priorities while maintaining a high level of professionalism in every interaction.
This is a mostly remote position with an occasional in-person availability in the Orlando area.
What You’ll Do
Handle inbound client inquiries via phone and email; provide quotes, product guidance, and order consultations
Process and manage orders in Trello, ensuring all specifications, quantities, and deadlines are accurately recorded
Serve as the primary liaison between clients and the production/fulfillment team
Maintain and update client records and communications in HubSpot CRM
Generate shipping quotes and coordinate logistics with UPS, FedEx, PirateShip, and other carriers
Track outbound shipments and proactively resolve delivery issues
Troubleshoot and resolve client concerns related to order quality, billing, or delivery
Prepare and review client proofs and artwork submissions for accuracy
Assist with invoicing and billing discrepancies
Develop and maintain standard operating procedures (SOPs) for consistency
Identify workflow improvements and communicate them to ownership
Maintain organized project files and documentation
Required Qualifications
Located in the Orlando, Florida metro area and available for occasional in-person team meetings in the company warehouse
Must have a dedicated, distraction-free home office workspace with a professional environment for calls and video meetings
Must maintain a private, secure workspace due to client confidentiality requirements (NDA)
Available and responsive during standard business hours (Monday–Friday, 8:30 AM – 5:00 PM ET)
Comfortable managing phone calls as a primary communication method
Strong written communication skills with the ability to handle client-facing emails professionally
Ability to work independently, manage multiple priorities, and stay organized without close supervision
Reliable, detail-oriented, and consistent with follow-through
Preferred Qualifications
Experience in a client-facing operations, order management, or project coordination role
Experience working in a small business or entrepreneurial environment
Familiarity with HubSpot, Trello, or similar CRM/project management tools
Experience with shipping platforms such as UPS, FedEx, or PirateShip
Background in print, marketing, or a related production/fulfillment industry
Compensation, Benefits & More
Compensation: $24.00 - $28.00 per hour
Bonus: Performance bonus available upon achievement of company sales milestones
Schedule: Monday – Friday, 9:00 AM – 3:30 PM (30-minute break) or as agreed upon.
Job Type: Part-time
Location: Hybrid (1 meeting per month in the company warehouse)

Work arrangement
No