Project Administrator

Company Description

Whitfield Signs is a full-service custom sign company based in Statesboro, GA. Our expert team offers start-to-finish sign project management, from design to installation. We specialize in providing innovative, functional, and practical sign solutions for all our customers' branding needs.

Role Description

Whitfield Signs is seeking a highly organized, detail-oriented, and completion-driven Project Administrator to support our Project Managers and help coordinate projects, estimating, and workflow throughout the company.

This position is an important link between our customers, Project Managers, estimating, sales, design, production, purchasing, and installation teams. The Project Administrator helps make sure information is accurate, responsibilities are clear, deadlines are followed, and nothing falls through the cracks.

We are looking for someone with a “get it done” mindset—a person who enjoys taking ownership, following up, solving problems, and moving tasks across the finish line.

Key Responsibilities

Project Manager Support

Provide day-to-day administrative and project support to Project Managers.

Assist with organizing projects from initial request through completion.

Gather drawings, specifications, measurements, pricing, and other information needed to move projects forward.

Track outstanding items and follow up with the appropriate person until they are completed.

Help maintain project schedules, documentation, and internal deadlines.

Identify missing information or potential delays and proactively work to resolve them.

Estimating & Takeoffs

Build and prepare estimates based on drawings, specifications, field information, and established company pricing.

Assist with project takeoffs and determining material, labor, equipment, installation, and subcontractor requirements.

Request and coordinate vendor and subcontractor pricing when needed.

Organize estimating information so estimates can be completed accurately and efficiently.

Follow up on outstanding pricing, specifications, and other information required to complete estimates.

Work closely with Project Managers and other team members to ensure estimates accurately reflect the project scope.

Estimating & Workflow Coordination

Help manage the flow of estimating requests throughout the company.

Prioritize estimates based on deadlines, customer needs, and project requirements.

Track estimates from initial request through completion.

Coordinate information between Sales, Project Management, Design, Production, Purchasing, and Installation.

Help ensure projects and estimates move to the next stage without unnecessary delays.

Maintain visibility of outstanding tasks and follow up until they are resolved.

Customer Communication

Communicate professionally with customers regarding project information, estimates, approvals, schedules, and outstanding items.

Request information needed to complete estimates and projects.

Provide timely updates and follow up on open questions.

Help create a responsive, professional, and organized customer experience.

Build strong working relationships with customers through clear and consistent communication.

Internal Communication & Coordination

Serve as a communication link between multiple divisions within Whitfield Signs.

Make sure each department has the information needed to complete its responsibilities.

Follow up internally on drawings, pricing, materials, approvals, production status, scheduling, and other project needs.

Communicate changes quickly and clearly to affected team members.

Help prevent projects from stalling because of missing information or lack of follow-up.

What We Are Looking For

The right person for this position is someone who naturally asks:

“What needs to happen next, who needs to do it, and what can I do to make sure it gets completed?”

We are looking for someone who is:

Completion oriented — doesn’t just start tasks; finishes them.

Highly organized — can manage multiple projects, estimates, priorities, and deadlines.

Proactive — follows up without having to be reminded.

Detail oriented — understands that small details can have a major impact on a project.

A strong communicator — communicates clearly with customers and coworkers.

Accountable — takes ownership of responsibilities and follows through.

Resourceful — works to find answers and solutions instead of simply identifying problems.

Team focused — understands that their role helps every department perform better.

Comfortable with urgency — can prioritize and keep things moving in a fast-paced environment.

Qualifications

• Previous experience in project coordination, administration, customer service, office management, or a similar role preferred.
• Experience in the sign industry, construction, manufacturing, or related fields is a plus, and highly encouraged.
• Strong organizational skills with excellent attention to detail.
• Comfortable working with numbers, measurements, and basic calculations.
• Strong computer skills, including email, spreadsheets, and project management software.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Strong problem-solving skills and the ability to work independently and as part of a team.
• Willingness to learn new products, processes, software, and estimating methods.
• Positive attitude, strong work ethic, and a willingness to take initiative.

How Success Will Be Measured

Success in this position means:

Estimates are completed accurately and on time .

Project Managers receive the support they need to manage projects effectively.

Customers receive prompt and professional communication .

Internal departments receive complete and accurate information.

Outstanding tasks are consistently followed up on.

Projects and estimates continue moving instead of sitting idle.

Problems are identified early and addressed proactively.

Commitments and deadlines are tracked and completed.

Things get finished.

The Person We Want

We aren’t looking for someone who simply waits for a list of tasks each morning.

We want someone who sees what needs to be done, organizes the work, communicates with the right people, follows up, and drives tasks to completion .

If you take pride in being the person who keeps things organized, keeps people informed, and makes sure things actually get done, you could be a great fit for our team.

What We Offer

• Competitive salary plus benefits.
• Opportunities for professional growth and career advancement.
• A collaborative, family-oriented team environment where your work has a visible impact (literally—we make signs!).

If you’re ready to take your career to the next level and help shape the skyline of Southeast Georgia one project at a time, we’d love to hear from you.