Operations Assistant - San Gabriel, CA

About the Company: · Sign Art Company is a well-established custom signage company with over 40 years of experience serving businesses across Southern California. We design, fabricate, and install signs for a wide range of commercial clients. The majority of our customers are Chi ...

Job description

About the Company:

Sign Art Company is a well-established custom signage company with over 40 years of experience serving businesses across Southern California. We design, fabricate, and install signs for a wide range of commercial clients. The majority of our customers are Chinese-speaking business owners — restaurants, grocery stores, banks, retail shops, and local services — so bilingual communication is essential to serving them well.

Signage is a business that endures regardless of the economy — as long as businesses open their doors, they need signs. We've built a strong niche serving the Asian business community across Southern California, and our reputation has been earned through over 40 years of quality work and lasting customer relationships. This is a stable, proven business that isn't going anywhere.

About the Role:

This isn't just an admin job. The owner is a master craftsman and project manager who has been doing everything himself for decades. This role exists to take the operational weight off his shoulders so he can focus on what he does best: build relationships, create designs, and produce quality work.

You are the owner's right hand. If a bill needs to be paid, you pay it. If a customer hasn't returned a signed contract, you chase it down. If a permit application needs to go out, you prepare it and submit it. If an email needs a response, you handle it. You manage the owner's inbox, keep his schedule organized, and make sure nothing falls through the cracks. The goal is simple: keep the owner focused on what he does best by taking everything else off his plate.

You're joining a legacy business that's modernizing. The company has a strong reputation and loyal customer base, but hasn't had formal systems or processes. Company leadership is architecting the systems, tools, and templates — you're the one who runs them every day. You'll be supported remotely on an ongoing basis to implement and improve these systems.

What You'll Own:

Own the Permit Process (training provided) — Prepare and submit permit applications, track status through approval, and coordinate sign plan approvals with customers and property owners. The owner has extensive knowledge of city requirements and will guide you; you'll also use online research and AI search tools to understand specific city requirements.

Run Customer Onboarding, Contracts & Invoicing — Manage the customer information form that kicks off every project, send contracts for e-signature and invoices using pre-built templates (no legal experience needed), collect payments, and chase down anything unsigned, unpaid, or holding up the process.

Keep the Money Moving — Track all business expenses, process payments to suppliers and vendors, manage recurring bills (insurance, licenses, permits), and maintain organized financial records for reporting and tax preparation with the CPA firm.

Build the System — Build and maintain a contact database, keep all project files organized, and work with company leadership to develop a project tracker so every job's status is visible at a glance.

Coordinate Suppliers & Production — Place orders with local suppliers, coordinate with overseas manufacturing partners in Chinese, and support the owner in tracking in-house production to keep projects on schedule.

Command the Inbox & Schedule — Own the owner's email inbox — respond to routine messages, flag what's urgent, keep it organized. Coordinate installation timing with customers and property managers. Document before-and-after photos of completed jobs and request Google reviews from satisfied customers.

Handle Payroll & HR — Track hours for a small team (1–3 workers), prepare paychecks, ensure workers are paid on time, and maintain worker contracts on file.

Take On Special Projects — As you master the core responsibilities, you'll support company leadership on projects like building the company website, hiring and coordinating new team members, developing referral partnerships, and other initiatives to help the business grow and operate more effectively.

You're the Right Fit If You Are…

• Bilingual (English + Mandarin) — You communicate well in Chinese (speaking). Written Chinese is not required.
• Experienced — 2+ years of administrative or office management experience, ideally in a small business, construction, or trades environment.
• Process-Minded — You understand how tasks connect. You can follow a system, keep it running, and flag when something isn't working. You don't need to build it from scratch, but you need to get how the pieces fit together.
• Organized to the Core — You take pride in keeping things tidy, documented, and easy to find. Chaos bothers you — you're the person who naturally creates order.
• A Self-Starter Who Closes Loops — You don't wait to be told what to do. You chase others to get things done, follow up relentlessly, and don't let things slip.
• Tech-Savvy & AI-Curious — You pick up new software quickly, are proficient in Microsoft Office and Google Workspace, and are comfortable using AI tools (ChatGPT, Claude) or willing to self-teach. You can navigate unfamiliar online portals and government websites.
• An Inbox Commander — Comfortable owning and managing an email inbox on behalf of the owner — responding, scheduling, and coordinating on project updates and customer responses.
• A Strong Communicator — Clear emails, professional with customers and vendors, keeps the owner informed.
• Mobile — Reliable transportation to drive to city offices and local suppliers as needed.

Nice to Have:

• Experience with CRM or project management software (HoneyBook, , or similar)
• Accounting background or familiarity with QuickBooks
• Experience with city permitting or construction/sign industry administration
• Photoshop skills or photography skills for documenting completed installations
• Experience supporting a business owner in a hands-on operations role

Why This Is a Great Opportunity:

• Real Impact — You're not a cog in a machine. You're the person who makes the business run. Your work directly affects every project.

• Growth Path — Starts at 30–35 hours with a clear path to full-time as the company grows. You'll take on more responsibility, not less.

• Build Something — You'll help build and implement AI tools, digital systems, and modern business software alongside company leadership. You're getting in on the ground floor of a digital transformation. You'll learn how to build structure and systems for a business from the ground up — skills that make you valuable anywhere.

How to Apply:

Send the following to

1. Your resume

2. A short video introduction (1–3 minutes) answering:

• Your name and a little about yourself
• Why do you think this role is a fit for you?
• What apps, tools, or software do you use to stay organized and get things done?
• Where do you want to be in your career in 2–3 years?

Video Instructions:

• 1–3 minutes, no longer
• Record on your phone — no editing needed, just be yourself
• You can speak in English, Mandarin, or both
• Email the video directly to , or upload to Google Drive and share the link (make sure anyone with the link can view it)

Note: Applications without a video will not be considered.

Job Type: Part-time

Pay: $ $25.00 per hour

Expected hours: 30 – 35 per week

Benefits:

• Flexible schedule

Work Location: In person