Operations Coordinator

Horizon Tech is seeking an Operations Coordinator whois the central link between sales, production, installation, and city permitting. This person keeps every project organized, compliant, and ready to move from customer approval to final install. They handle the details that keep the shop running on schedule: file setup, material documentation, permitting, and clear communication across departments. This position combines design software knowledge with strong operational coordination. When done right, production runs smoother, installers stay informed, and permits get approved faster.

Core Responsibilities:

1. File Setup & Organization

• Create and manage job folders for each approved order (customer project subfolder).
• Include proofs, survey photos, annotated install photos, and all necessary production details.
• Finalize print-ready files in FlexiSign, Illustrator, or CorelDRAW.
• Confirm materials, finishes, and mounting methods before marking jobs Ready for Production.

2. Material & Finish Documentation

• Determine the correct material type, thickness, finish, and laminate for each project.
• Document material requirements clearly (e.g., 10 sheets Coroplast, matte laminate).
• Note print method (flatbed vs. vinyl application).
• Provide a materials list so stock can be managed and ordered accordingly.

3. Permitting Coordination (Major function of this role)

• Prepare and submit sign permit applications for multiple cities and counties.
• Build complete permit packets including drawings, site plans, and supporting documentation.
• Communicate with customers to collect business licenses, landlord authorizations, or other required documents.
• Copy line manager on all submissions and city correspondence.
• Track submittals, follow up for approvals, and log permit numbers in the Permit Tracker.
• Store approved permits in the project folder and notify the team when jobs are cleared for production.

4. Production & Install Prep

• Complete production handoff checklists for all approved jobs.
• Prepare installer packets with proofs, site photos, and install notes.
• Add approved jobs to the install calendar with full details and confirmed deadlines.
• Deliver a Daily Huddle report summarizing all active jobs, deadlines, and pending installs.

5. Communication & Collaboration

• Communicate proactively with Sales team missing details or proof clarifications.
• Production job readiness and material notes.
• Install scheduling and field details.
• Permits and technical clarifications.
• Vendor coordination when needed.
• Keep communication short, clear, and documented in or Slack.

Key Skills & Requirements:

• Proficiency with FlexiSign, Adobe Illustrator, or CorelDRAW.
• Understanding of sign materials, finishes, and printing methods.
• Strong organizational and file-management skills.
• Detail-oriented with excellent communication.
• Ability to research and manage permit requirements across multiple municipalities.
• Comfortable working in and Slack.

Success in This Role Looks Like

• Every production job starts completely and accurately.
• Permits are submitted and approved efficiently, with no missed details.
• Installers have complete packets and no unanswered questions.
• The owners can focus on leadership, confident that the back-end operations are handled.
• The entire operation runs smoother smart, fast, and together.

Other Details

• Job Location: Shaheed-E-Millat Road, off to Shahrah-e-Faisal, Karachi.
• Job Timings: Onsite, evening night shift following US EST.

Job Type: Full-time

Pay: Rs150, Rs200,000.00 per month

Experience:

• FlexiSign, Adobe Illustrator, or CorelDRAW: 3 years (Required)
• Slack: 3 years (Required)

Language:

• English (Required)

Work Location: In person