Project Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• Bonus based on performance
• Free uniforms
• Health insurance
• Paid time off
• Training & development

Tennessee Sign Company
Project Coordinator Position
(revised 04/20/26)

Job Summary

 
The Project Coordinator plays a central role on our team, acting as the team’s “quarterback” to ensure seamless execution of sales orders. This position is responsible for coordinating projects across customers, sales, production teams, and vendors to deliver high-quality results and exceptional client experience. The ideal candidate is an experienced sign and graphics professional who is self-motivated, highly organized, and thrives in a collaborative, fast-paced environment. Strong interpersonal skills and a commitment to outstanding customer service are essential.

Key Responsibilities:

• 
  Coordinate projects from initiation through completion, ensuring accuracy, timeliness, and quality. 
• Serve as the primary liaison between customers, sales, production, and vendors 
• Manage multiple projects simultaneously while maintaining strong attention to detail 
• Collaborate with sales team members and clients to define, clarify, and validate project scope as needed 
• Assist in preparing accurate project quotes and proposals 
• Maintain clear, proactive communication with clients throughout the project lifecycle 
• Utilizes and maintains orders through our Shop Vox order management software system.

Qualifications:

• 
  Experience in the sign and graphics industry preferred 
• Strong organizational and multitasking abilities 
• Excellent communication and relationship-building skills 
• Detail-oriented with the ability to solve problems and adapt quickly 
• Confident, professional, and customer-focused mindset 

The successful candidate brings confidence in client interactions, demonstrates creativity and initiative, and contributes positively to team culture while ensuring clients are consistently informed and satisfied throughout the fulfillment process.

Career Growth:
This role is designed as a pathway to future leadership, with a succession plan that prepares the candidate to take on the responsibilities of a Site General Manager.

 
Key Tasks & Accountabilities to the Team

 
The key tasks include but are not limited to:

 Collaborate with the Sales Team—and occasionally directly with clients after the project has moved to a Sales Order—to define project scopes and change orders to develop solution options for presentation. 
 Assist in estimating project costs by coordinating material vendors, internal production teams, and external contractors; provide accurate inputs for quotes and proposals. 
 Participate in project handoff meetings once a Sales Order is created in the ShopVox system; assume responsibility as the primary point of contact for customer communications while keeping internal stakeholders informed. 
 Initiate client relationships through introduction communications and build strong, ongoing partnerships with customers, vendors, and production teams while gathering critical project details. 
 Procure project components and coordinate required services, including permitting and other external requirements. 
 Contribute to weekly Project Review Meetings, communicating key updates with internal teams and external vendors to ensure alignment on specifications, timelines, and deliverables; reinforce expectations for timely customer payments to support cash flow. 
 Support the maintenance and refinement of product and service costing within the ShopVox system, with formal reviews conducted at least twice annually. 
 Provide customers with timely, accurate pricing and schedule estimates using established pricing guidelines, collaborating with internal teams as needed. 
 Maintain well-organized project documentation, ensuring all estimates, client communications, and production data are accurately stored and up to date on the network in the project folders.  
 Lead project reconciliation efforts to identify variances and continuously improve quoting accuracy and processes. 
 Follow and document standard operating procedures; contribute to the development and maintenance of process documentation in partnership with the Administrative Team. 
 Ensure all project data is entered and maintained accurately and promptly within the ShopVox platform and/or on the network drives.
 Identify opportunities for system and workflow improvements; propose and support enhancements that increase efficiency and effectiveness in collaboration with the Administrative Team. 
 Monitor, document, and communicate customer concerns or complaints to management, supporting continuous improvement and service excellence.

Qualifications

 

To perform this role successfully, an individual must be able to execute each essential duty at a high level. The qualifications below represent the knowledge, skills, and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• 
  High school diploma or equivalent required 
• Valid driver’s license required 
• 1–3 years of experience in an office, project coordination, or customer service role 
• Excellent verbal and written communication skills in English; proficiency in a second language is a plus 
• Strong interpersonal skills with the ability to build rapport, resolve conflict, and maintain professionalism 
• Demonstrated ability to think strategically, logically, and tactically in a fast-paced environment 
• Proficient computer skills, including experience with Microsoft Windows, Microsoft Office, and database systems; comfortable learning new tools and platforms 
• Design experience or familiarity with design software is preferred, but not required 
• Highly organized with strong coordination skills—both written and verbal 
• Positive, adaptable attitude with the ability to perform effectively under pressure and during periods of high customer demand