Operations Coordinator

Job Description – PSI Operation Coordinator 

Overview: Vinyl Labs is expanding its fleet graphics program across the USA, and we're hiring a

detail-oriented, proactive, and culturally aware Remote Project Coordinator to support and scale our PSI

(Print, Ship, Install) operations. This role focuses on coordinating vehicle wraps and fleet installs by

managing timelines, communication, and contractor scheduling between clients and our internal teams.

Job Type:

● Training: 20 hours (Paid: $200 USD)

● Remote: Full-time (Upon Training Completion)

● Reports to: Operations Manager (Canada HQ)​​​​​​

● Full-time Contractor Rate: $1,500 USD/month

● Bonus structure available after 6-month probation (based on install quality, timelines, and

contractor coordination metrics)

Responsibilities:

● Coordinate vehicle installations between clients and certified contractors across the USA and

Canada

● Manage Trello cards and track job status from design approval to install completion

● Track production timelines and install readiness using Vinyl Labs' database

● Monitor and manage shipments, tracking numbers, and delivery status

● Communicate install details, project scope, and design proofs clearly with contractors

● Schedule and reschedule installs based on site readiness, client availability, and material timing

● Maintain accurate records of contractor activity, rates, invoices, and job outcomes

● Use Zoho Books to process contractor invoices and monitor budget compliance

● Escalate issues proactively to the Operations Manager and document resolution

● Onboard new remote contractors using Vinyl Labs Standards and legal agreement

● Manage and expand the remote installer/vendor network to support national project demands

Qualifications:

● Fluent in English (spoken and written); excellent grammar and communication required

● Bilingual in Spanish is a strong asset

● High attention to detail and strong organizational skills

● Proactive problem solver with high sense of urgency

● Excellent written and verbal communication

● Familiarity with Trello, Google Calendar, and workflow tools

● Experience in project coordination, logistics, or contractor scheduling preferred

● Ability to work North American business hours (PST/EST)

Tools You'll Use:

● Trello (Job Tracking)

● Google Calendar (Scheduling)

● Google Sheets (Fleet Planning)

● Zoho Books (Contractor Invoicing)

● Vinyl Labs Contractor Database

● Spark / Email / iMessage (Comms)

Phases of Growth:

Phase 1: Single Unit Coordination Goal: Learn to schedule one-off vehicle installs with a focus on

accuracy and timing.

● Understand install types, timelines, and common blockers

● Use the contractor database to assign jobs based on geography and availability

● Match production timelines to install scheduling

● Confirm details with clients and contractors and maintain Trello card status

● Follow up on completion photos and confirm close-out details

Phase 2: Multi-Unit / Fleet Coordination Goal: Begin managing batch jobs with multiple vehicles and

regional contractors.

● Monitor production queue and align with install dates

● Batch vehicles by location and contractor capacity

● Consolidate shipments where possible and reduce freight costs

● Send client reminders and coordinate contractor time windows

● Escalate issues like delays, reprints, or no-shows

● Complete jobs in Trello with photos and install logs

Phase 3: Fleet Oversight + Team Collaboration Goal: Own full coordination of fleet rollouts and support

contractor network.

● Liaise with Vinyl Labs production, design, and shipping teams

● Oversee multiple installs per day/week across time zones

● Ensure contractors receive proofs, install notes, and updates

● Track contractor performance and flag issues or repeat success

● Train and onboard new contractors as we expand

● Report weekly to the Operations Manager on job status, risks, and improvements

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