Project Coordinator

We are seeking a highly organized, detail-oriented Project Coordinator to support projects after the initial customer consultation through receipt of a Purchase Order (PO). The full-time, in-house Project Coordinator plays a key role in moving projects efficiently from customer consultation and site survey through scope preparation, estimating, proposal, customer follow-up, and Purchase Order. This position prepares project information for estimating, reviews scope for accuracy, coordinates communication between customers and internal teams, and follows up on pending estimates and proposals to keep projects moving forward.

The ideal candidate is a proactive, organized, and dependable professional who thrives in a fast-paced environment and takes pride in keeping projects, priorities, and deadlines on track. They are an excellent communicator with strong written and verbal skills, confident and professional telephone demeanor, and the ability to build positive relationships with customers through phone and email communication. This individual is detail-oriented and comfortable working with measurements, project specifications, and detailed documentation, while proactively identifying missing information and following through to obtain clarification. They are self-motivated, resourceful, and able to work independently while collaborating effectively with a team to ensure projects are completed accurately, efficiently, and on time.

Essential Responsibilities

• Review project information provided by Consultants, including photographs, measurements, notes, customer requests, and project requirements.
• Prepare clear and organized Scope of Work presentations using Google Slides.
• Organize project photographs, measurements, visual callouts, white boxes identifying work areas, materials, quantities, and other relevant details.
• Identify missing, unclear, or conflicting information and obtain clarification from Consultants or other team members.
• Provide complete and accurate project handoffs to Estimators.
• Maintain organized project files, records, status updates, and tracking information.
• Monitor pending estimates, proposals, and projects awaiting customer approval or a Purchase Order.
• Conduct consistent customer follow-up by phone and email.
• Answer customer questions or coordinate with the appropriate internal team member to provide answers.
• Determine what information, documentation, revisions, or assistance customers need to move forward.
• Document customer communications, updates, and next steps.
• Communicate important project updates to Consultants, Estimators, Office Management, and other departments.
• Identify delayed or stalled projects and proactively address outstanding items.
• Provide administrative and project coordination support, including preparing documents, proposals, project summaries, correspondence, and spreadsheets.
• Assist with scheduling, data entry, project tracking, and other administrative duties as needed.

Preferred Qualifications

• Experience in project coordination, customer service, estimating support, administrative coordination, or a similar role in the signage or graphics industry.
• Attained or Working towards PMI Certification
• Proficiency with Google Workspace and Monday.com (or CRM/PM software)

Success in This Role

Success in this role means keeping projects accurate, organized, and moving forward by:

• Completing accurate, professional Scope of Work presentations within 2 business days, with 95%+ on-time and accuracy.
• Responding to new customer inquiries within 24 hours and maintaining 100% weekly follow-up on pending projects.
• Keeping project statuses, customer communication, and next steps current in Monday.com, with 95%+ compliance.
• Proactively identifying missing information or potential delays and communicating effectively with customers and internal teams to keep projects moving toward Purchase Order.

Overall, success means projects do not stall due to lack of communication, incomplete information, or missed follow-up—the Project Coordinator consistently keeps information accurate, customers informed, and projects moving forward.

Submit your resume and cover letter to https://wkf.ms/3Si8d37 and fill out the job application. We look forward to meeting you!

Pay: From $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Work Location: In person