Industry Experienced - Project Coordinator

Job Description

Job Description

Benefits:

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

Industry Experienced Project Coordinator
Tennessee Sign Company
Location: Tennessee
Employment Type: Full-Time
Department: Project Management / Operations
Reports To: Project Manager / General Manager

About Tennessee Sign Company

Tennessee Sign Company is a growing regional sign company providing custom signage, graphics, fabrication, installation, and visual branding solutions to businesses throughout Tennessee.

Our projects range from individual signs and graphics to large-scale multi-location rebranding programs. We are looking for an experienced Project Coordinator who can help keep projects organized, on schedule, within budget, and moving smoothly from sale through production and installation.

This is a critical position for someone who enjoys coordinating people, information, deadlines, and details.

Position Summary

The Project Coordinator serves as the central communication point between sales, customers, design, estimating, production, purchasing, installation, and management .

The successful candidate will take ownership of project details and make sure everyone involved knows what needs to happen, when it needs to happen, and who is responsible for making it happen.

This position requires excellent organization, communication, follow-up, problem-solving, and time-management skills.

The ideal candidate is a "details person" who does not allow projects to fall through the cracks.

Key Responsibilities

Project Management & Coordination

• Coordinate projects from signed proposal through final completion.
• Review sold projects to ensure all required information is complete before releasing them into production.
• Create and maintain project schedules and deadlines.
• Coordinate design, permitting, purchasing, production, delivery, and installation activities.
• Monitor project progress and identify potential delays before they become problems.
• Maintain accurate project documentation throughout the project lifecycle.
• Coordinate multiple projects simultaneously while maintaining attention to detail.
• Track project milestones, approvals, materials, production status, and installation schedules.
• Confirm that completed projects meet customer specifications before closing the project.

Customer Communication

• Serve as a primary point of contact for customers throughout the project.
• Provide customers with project updates, schedules, and status information.
• Coordinate artwork approvals and other customer decisions.
• Communicate changes in scope, pricing, scheduling, or project requirements.
• Set realistic customer expectations regarding production and installation timelines.
• Respond promptly and professionally to customer questions and concerns.
• Escalate significant customer issues to management when appropriate.
• Maintain positive customer relationships throughout the project.

Internal Coordination

Work closely with:

Sales

• Confirm scope of work and sold specifications.
• Identify missing information or potential issues.
• Ensure customer commitments are clearly communicated.

Design

• Coordinate artwork, layouts, revisions, and approvals.
• Track customer approval deadlines.
• Ensure approved artwork matches the sold project.

Estimating

• Clarify project scope and pricing questions.
• Identify changes that may affect project cost or profitability.

Production

• Confirm production requirements and deadlines.
• Ensure materials and approved artwork are available.
• Track production status and completion.

Purchasing

• Identify required materials and components.
• Track material orders and expected delivery dates.
• Identify potential material delays.

Installation

• Coordinate site readiness, permits, access, equipment, labor, and scheduling.
• Ensure installers have the information and materials needed to complete the project.
• Track installation completion and punch-list items.

Project Documentation

The Project Coordinator is responsible for maintaining accurate project records, including:

• Customer purchase orders
• Signed proposals
• Approved artwork
• Site surveys
• Measurements
• Installation instructions
• Permits
• Material requirements
• Production schedules
• Installation schedules
• Change orders
• Customer communications
• Project notes
• Completion documentation
• Photos and other project records

Change Order Management

• Identify changes to the original scope of work.
• Document customer-requested changes.
• Coordinate pricing for additional work.
• Obtain appropriate customer approval before proceeding with chargeable changes.
• Communicate approved changes to all affected departments.
• Maintain accurate records of project changes.

No project should lose money because a scope change was not identified, documented, or communicated.

Scheduling & Deadline Management

• Maintain accurate production and installation schedules.
• Coordinate customer deadlines with internal production capacity.
• Monitor critical-path activities.
• Identify scheduling conflicts.
• Communicate delays immediately.
• Reschedule affected activities when necessary.
• Coordinate with customers, installers, vendors, and internal departments to keep projects moving.
• Follow up consistently on outstanding approvals, materials, permits, and other dependencies.

Problem Solving

The Project Coordinator is expected to identify problems early and help develop solutions.

Examples include:

• Missing customer information
• Incorrect measurements
• Artwork discrepancies
• Material shortages
• Production delays
• Installation access issues
• Permit problems
• Customer-requested changes
• Scheduling conflicts
• Damaged materials
• Site conditions that differ from the original estimate

The goal is to solve problems before the customer experiences them whenever possible.

Required Qualifications

• 3+ years of project coordination, project management, construction administration, operations coordination, or related experience preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication.
• Strong attention to detail.
• Ability to manage multiple projects simultaneously.
• Strong follow-up skills.
• Ability to prioritize competing deadlines.
• Strong problem-solving ability.
• Professional customer-service skills.
• Strong computer skills.
• Experience with CRM, project management, estimating, or workflow software preferred.
• Ability to work independently while collaborating effectively with multiple departments.

Preferred Experience

Experience in any of the following industries is strongly preferred:

• Sign industry
• Construction
• Commercial contracting
• Printing
• Architectural products
• Manufacturing
• Graphics
• Advertising
• Facility services
• Commercial installation
• Multi-location rebranding

Sign industry experience is a significant advantage but is not required for the right project-management professional.

Ideal Candidate

The ideal Project Coordinator is:

• Extremely organized.
• Detail-oriented.
• Proactive rather than reactive.
• A strong communicator.
• Comfortable making phone calls and sending follow-up emails.
• Comfortable holding others accountable to deadlines.
• Able to prioritize without becoming overwhelmed.
• Calm when problems arise.
• Comfortable working in a fast-paced environment.
• A strong team player.
• Customer-focused.
• Financially aware and attentive to project profitability.
• Willing to take ownership of problems rather than passing them along.

We Are Looking for Someone Who Says:

"I'll take care of it."

And then actually does.

Performance Expectations

Success in this position will be measured by:

• Projects completed on schedule.
• Accurate project documentation.
• Timely customer communication.
• Reduction of project delays and surprises.
• Accurate change-order management.
• Effective coordination between departments.
• Reduced production and installation errors.
• Customer satisfaction.
• Project profitability.
• Consistent follow-up.
• Ability to manage an increasing number of projects without sacrificing quality.

Key Performance Indicators

The Project Coordinator may be evaluated on:

Project Schedule Performance

• Percentage of projects completed on or before scheduled completion dates.

Project Accuracy

• Number of projects affected by missing information, incorrect specifications, or coordination errors.

Customer Communication

• Timeliness and quality of customer updates.

Change Order Capture

• Percentage of billable scope changes properly documented and charged.

Project Profitability

• Ability to help prevent avoidable cost overruns.

Open Issue Management

• Number and age of unresolved project issues.

Customer Satisfaction

• Customer feedback and repeat business.

Compensation & Benefits

Competitive compensation based on experience, qualifications, and demonstrated ability.

Potential compensation and benefits may include:

• Competitive salary
• Performance-based incentives
• Paid training
• Opportunities for advancement
• Professional development
• Company-provided technology and equipment as applicable

Specific compensation and benefits will be discussed during the interview process.

Career Advancement

Tennessee Sign Company is growing, creating opportunities for advancement for high-performing employees.

A successful Project Coordinator may advance into:

Project Coordinator → Senior Project Coordinator → Project Manager → Senior Project Manager / Operations Manager

Advancement will be based on performance, leadership, project-management ability, customer relationships, financial results, and contribution to the company.

Why Join Tennessee Sign Company?

• Growing regional company.
• Diverse and interesting projects.
• Opportunity to work with customers, designers, fabricators, installers, and sales professionals.
• Opportunity to develop advanced project-management skills.
• Performance-driven environment.
• Opportunities for advancement.
• Ability to make a measurable impact on company growth and profitability.

How to Apply

If you are an experienced project coordinator who enjoys organizing complex projects, solving problems, communicating with customers, and making sure details are handled correctly, we want to hear from you.

Please submit your resume and tell us about your project-management experience, the types of projects you have coordinated, and why you would be a strong fit for Tennessee Sign Company.

Tennessee Sign Company
Building Signs. Building Brands. Building Careers.