Project Coordinator

Job Description

Job Description

Job Description: The Project Coordinator plays a vital role in supporting Project Managers by organizing and overseeing various aspects of the company’s ongoing projects. This includes monitoring project plans, managing surveys, permits, installation schedules, and budgets to ensure timely project completion. Strong written and verbal communication skills, along with exceptional customer service, are essential for success in this role.

Responsibilities:

Project Coordination & Administrative Support:

• Create and maintain physical and electronic job folders.
• Enter project details into MONDAY and assign job numbers.
• Request and process Certificate of Insurance (COI) requirements from landlords.
• Coordinate with insurance brokers and vendors to obtain necessary COI documentation, W-9 forms, and other compliance materials.
• Source and communicate with installers/vendors, providing necessary drawings for bid requests.
• Submit purchase orders to vendors and installers.
• Maintain organized records of city permits and related documentation.

Project Oversight & Execution:

• Obtain and review signage criteria from landlords or locate city sign codes.
• Coordinate exterior elevation requests, surveys, and job checks with vendors.
• Gather pricing information from the retail price list and collaborate with estimators.
• Submit drawings to landlords for approval.
• Manage in-house and vendor installation schedules.
• Prepare proposals and permit packages for vendors or the permitting department.
• Conduct sign inspections when Project Managers are unavailable.
• Request completion photos and final inspections for documentation.
• Collect and organize all cost-related data, including permit fees, shipping, crating, engineering, and other expenses, for invoicing purposes.
• Process vendor invoices and submit them to accounting for payment.
• Maintain Monthly Sales Log and submit them to the CEO.
• Verify in-house monthly mileage forms and submit them to Accounting for processing.
• Maintain daily updates in MONDAY .

G eneral Support & Additional Tasks:

• Assist the CEO with company events and special projects.
• Contribute to continuous learning by expanding knowledge of signage fabrication and installation.
• Perform additional duties as assigned.

Physical Requirements:

• Ability to lift, carry, and move up to 25 lbs . 
• Occasional physical demands, including kneeling, squatting, and bending. 
• Prolonged periods of sitting (up to 75% of the time). 
  • Frequent communication with vendors (15%) and walking within the office (10%).

Required Skills:

• Exceptional attention to detail and ability to meet deadlines.
• Strong multitasking skills in a fast-paced environment.
• Excellent follow-up and organizational abilities.
• Proficiency in Microsoft Word, Outlook, and Excel .
• Ability to type 45+ WPM .
• Strong verbal and written communication skills.
• Competence in file management, proofreading, and composing professional correspondence.
• Ability to prioritize tasks independently and manage a heavy workload efficiently.
• Professional, well-organized, problem-solving mindset with a collaborative team approach.
• Strong phone communication and customer service skills.
• QuickBooks knowledge is a plus.

Education & Experience:

2+ years of experience in an office environment, preferably in project coordination or a related role.

All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an “at-will” basis.

Visible Graphics is owned and operated by individuals whose Christian faith deeply informs their approach to business, leadership, and service. Visible Graphics is committed to providing equal employment opportunities to all individuals and maintaining a workplace where every person is treated with respect, fairness, and dignity.