SUMMARY:
Calling all Service Specialists with Ad Agency or a Printing background
POSITION INFO:
My client, a leading and well-known company based in Cape Town requires a competent Customer Service Specialist with experience in the Printing or Agency Industry.
We are seeking a proactive and detail-oriented Customer Service Representative to provide efficient administrative and client support to the Accounts Executive and production teams. The ideal candidate will understand customer needs, manage end-to-end job workflows, coordinate projects, and ensure exceptional service delivery.
You must have experience in an Agency or Printing environment.
Competencies, Qualifications & Requirements
Qualifications
Matric (Essential)
Degree or Diploma (Highly advantageous)
Experience
Minimum 3 years’ experience in a similar Customer Service / Production / Client Service role
Background in Printing or Advertising Agency operations is required
Eligibility
South African Citizens only
Must be Criminal Clear (background checks may be conducted)
Must be Cape Town based
Skills & Knowledge
Strong business acumen with a cost-control and profit-driven mindset
Excellent analytical and problem-solving skills
Office administration background is advantageous
Ability to manage suppliers, workloads, and deadlines
Strong project management ability
Able to interpret client needs and provide practical solutions
Behavioural Competencies
Strong communicator with excellent people skills.
Structured, detail-oriented, creative, and precise.
Handles pressure well; performs under tight deadlines.
Results-driven and achievement-oriented.
Self-motivated, confident, resilient, and mature.
Strong decision-making and dispute resolution skills.
Team player with leadership potential.
Highly organised and deadline driven.
Computer Skills
Basic proficiency in Microsoft Excel and Word.
Ability to learn and work within internal systems
Key Responsibilities
1. Customer Service & Liaison
Develop strong internal and external customer relationships.
Receive and respond to customer enquiries professionally via phone, email, or in person.
Provide product and service information aligned with organisational standards.
Act as a key communication link between clients and internal teams.
Manage customer expectations and ensure consistent follow-through.
2. Administrative & Financial Support
Provide administrative support to the Accounts Executive.
Handle account-related admin including debtors management.
Assist with daily financial functions including invoicing and reporting.
Maintain accurate documentation and workflow records.
3. Job Briefs, Estimating & Quotes
Receive written job specifications from clients for quoting.
Brief jobs to the Senior Estimator.
Ensure quotes are completed and sent to clients within 24 hours.
Follow up on quote approvals and accuracy.
Assist production with work ticket creation and daily status reports.
Manage changes to work briefs and ensure information flow is accurate.
4. Order Processing
Process customer purchase orders.
Validate specs and pricing against approved quotes.
Request revised purchase orders where necessary.
Create jobs in the internal system and generate accurate work tickets.
5. Monitoring, Tracking & Delivery
Track job progress across Sales, Estimating, Production Planning, QA, Production (Litho, Silkscreen, Die-cutting, Handwork), and Despatch.
Manage client updates regarding delivery dates, order status, or delays.
Follow up on despatch and delivery of jobs and keep clients informed.
6. Proofing & Quality Control
Send proofs to clients for approval and follow up on their return.
Approve and sign off samples and proofs when required.
Ensure quality control of service levels, products, and project execution.
7. Project Coordination
Coordinate end-to-end campaign and project execution.
Liaise between client, account managers, production, and installation teams.
Review deliverables and ensure timelines are met.
Working Environment
This role works closely with Account Executives, production teams, estimating, despatch, and quality assurance within a fast-paced printing/agency environment.
