Design Project Assistant

About the Role (Design Coordinator + Customer Intake Organizer) We are a fast-growing commercial sign company, and customers often message me directly with changes, ideas, photos, and requests. I need someone who can take everything I forward—texts, screenshots, voice notes, photos—and organize it cleanly by job. You will use ChatGPT to turn messy information into clear design briefs, manage communication between me, customers, and designers, track design versions, and make sure every project has clean, final approved files. You must be available Central USA time (9am–6pm). ⸻ What I Need From You (Core Responsibilities) • Receive ALL customer messages I forward (texts, screenshots, photos, voice notes). • Use ChatGPT to turn messy customer input into clean, structured design notes. • Create clear revision briefs for designers (changes, do-not-touch items, deadlines). • Track all design versions (V1, V2, FINAL) and maintain proper naming and storage. • Send designer proofs to me for review and relay my feedback back to designers. • Send proofs to customers and manage customer revision cycles. • Save all approvals, customer notes, and files to the correct Dropbox folders. • Ensure every project has complete, final approved design files before Admin or PM touches it. • Keep a simple list of open design tasks and follow up with designers to keep deadlines on track. ⸻ What This Role Looks Like Day-to-Day • I forward you ANY customer message → you organize it immediately. • Run customer notes and my feedback through ChatGPT → generate a clean design brief. • Update the design task in ShopVox with correct notes, attachments, and status. • Receive designer proofs → send to me → collect my raw feedback → convert it into structured instructions. • Send proofs to customers and manage their comments until final approval. • Clean and organize Dropbox folders for each project. • Track open design tasks and follow up so nothing gets stuck or delayed. • Prepare final design packets (final art + approval) for Admin and PM. ⸻ What You Must Be Good At • Using ChatGPT to organize and structure messy information • Clear communication and fast follow-up • Staying organized across many jobs at once • Managing Dropbox folders and file versions • Turning customer chaos into clean, usable design instructions • Tracking deadlines and keeping the design pipeline moving • Working Central USA hours (9am–6pm) Apply tot his job