Project Coordinator

Project Coordinator

The Project Coordinator is an entry-level position supporting Project Managers and Account Executives in the end-to-end execution of client orders, assisting with timelines, vendor communication, customer interactions, and internal processes to ensure accurate and timely fulfillment. All operations are governed under an ISO 13485 Quality Management System. Includes tasks such as gathering order details, review of quality requirements and specifications, creating and updating orders, tracking production, coordinating schedules, and helping manage multiple projects. This role is ideal for someone looking to join a team environment, learn best support practices for account management, client service, and production workflows in a fast-paced environment with growth opportunity.

KEY RESPONSIBILITIES

• Assist in coordinating multiple Print projects, ensuring timelines are met in a dynamic environment.
• Learn to manage orders/projects with guidance from managers and senior team members.
• Gain knowledge of a variety of product types such as Labels, Commercial Print, Direct mail, POP/POS, Branded merchandise.
• Follow procedures and work instructions as part of an ISO Quality System.
• Serve as a supporting point of contact for clients, helping maintain satisfaction and alignment with project goals.
• Support the order lifecycle processincluding gathering details, entering data into ERP systems, and monitoring progress from quote to delivery.
• Collect order specifications, request estimates from approved vendors, and track production timelines to support cost control and on-time delivery.
• Collaborate with internal teams and vendors to help ensure smooth and timely execution of projects.
• Assist with logistics, basic inventory tasks, and eCommerce operations including updates to client stores and routine maintenance.
• Ensure adherence to internal systems and processes, assist with supplier invoice tracking, and support work-in-progress (WIP) updates.
• Provide administrative and project support to the team and contribute to broader business initiatives as needed.
• Additional administrative tasks assigned by Manager, Management, Quality Leadership.

CORE COMPETENCY REQUIREMENTS

• 14 years of experience in a project coordination or client support role; strong understanding of print industry is preferred.
• Strong communication and organizational skills; proficient in Microsoft Office (especially Excel), Google Workspace, and willing to learn ERP tools.
• Customer-oriented mindset to manage vendor relationships and ensure high level of client satisfaction.
• Familiar with order tracking, sourcing assistance, and inventory basics.
• Dependable, detail-focused, and able to work both independently and collaboratively with guidance.
• Organized and able to follow instructions carefully.
• Eager to learn, take on new tasks, and work collaboratively with the team.

COMPENSATION

• Expected to work 40 hours per week, based on business needs.
• Overtime based on business needs
• Not Eligible for performance-based incentives.

About the Company

Smart Source (the "Company") was founded over a decade ago with one vision: to provide you, our customers, with a better way to manage branded communication costs including all aspects of print spend and to provide a "one stop shop" focused on lowering costs and improving the ability to promote their brand.

Today, Smart Source has developed into one of the industry's largest and fastest growing print and promotional distributors. We boast a national reach and a database of several hundred suppliers capable of providing every commercial and promotional marketing material imaginable. As a BPO, Business Process Outsourcer, Smart Source has developed an online auction system that leverages excess capacity from our certified vendor sources. In addition, our Print-on-Demand software offers customers the ability to customize marketing material specifically created for their company and eliminate the need for large pre-printed inventory. Smart Source serves as your Print Procurement & Marketing Department, offering total solutions including:

• Business Process Outsourcing
• Print and Promotional Product Sourcing
• Operational Print and Marketing Materials
• Inventory Management
• Design & Brand Compliance
• Digital Asset Management
• Web Design/Internet Marketing

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.