Project Coordinator

Job Title: Project Coordinator

Department: Sales
Reports To: Director of Operations
Direct Reports: None

Position Summary:

The Project Coordinator plays a critical role in supporting the planning, execution, and completion of graphics projects from post-sale through job completion, ensuring seamless coordination between the Sales Team, Customers, Design, Print, Production, Install, Quality Control, Shipping & Receiving, and Contracted Installers. This role manages multiple projects in a fast-paced production environment while maintaining a high level of organization and attention to detail. Responsibilities include administrative coordination, project tracking, customer communication, scheduling, and process improvement, all of which contribute to operational efficiency and consistent, high-quality customer experience.

• The Project Coordinator position is a direct back-up to the receptionist.
• No direct personnel or budgetary authority unless otherwise assigned by the Director of Operations.

2. Key Responsibilities:

Project & Order Coordination

• Efficiently manage and process all orders from post-sale to completion for the Sales Team and customers, by promptly responding to inquiries through various channels such as multiple inboxes, e-commerce platforms, phone calls, and in-person visits, ensuring comprehensive coverage and prompt service.
• Compile, enter, and verify order details in coordination with the Sales Team, including but not limited to creating work orders, verifying pictures, sending mockups, managing design changes, materials, quantities, specifications and pricing, to ensure accuracy and prevent issues.
• Track the progression of graphics orders throughout the facility, ensuring timely execution and addressing any issues that arise.
• Ensure work orders are complete with all required documentation for auditing and reference (materials, labor, photos, sign-offs).
• Ensure all contracted installer work aligns with project requirements and company standards.

Customer & Communication Management

• Serve as a primary point of contact for customers once sale has occurred regarding project status, timelines, and inquiries. Resolve issues, discrepancies, and customer concerns in a timely and professional manner.
• Manage multiple communication channels (email, phone, platforms) ensuring responses occur within 1 business day.
• Maintain strong relationships with customers and contracted installers to support service excellence.

Scheduling & Logistics Coordination

• Coordinate with design, print, production, quality control, shipping, installation teams (in-house and contracted), and customers to ensure readiness and efficiency.
• Schedule and manage installations nationwide and in-house, ensuring smooth logistics and execution.
• Maintain an accurate map of contracted installers, to ensure strategic decision-making regarding installer assignments based on proximity and availability to customer sites.
• Adjust schedules as needed to resolve conflicts and maintain deadlines.

Contracted Installer Coordination

• Maintain an accurate database of contracted installers, including Installer On-Boarding Packet and Up-to-Date Certificate of Insurance verifying required policy limits.
• Contracted installer coordination includes issuing Requests for Quotations (RFQs), creating Purchase Orders (POs), collecting, reviewing, uploading and approving installation photos and invoices, and ensuring all required documentation is complete.
• Any discrepancies or disputes regarding invoices are addressed promptly and resolved through communication with vendors or suppliers while maintaining an electronic “paper trail”.

• Invoices, pictures, and related documentation are uploaded to Trello for auditing purposes and future reference.

Data Management & Documentation

• Accurately enter and maintain data related to work orders, purchase orders, and invoices.
• Verify and audit data to ensure accuracy and completeness.
• Maintain organized records for efficient retrieval and reporting.
• Manage email correspondence and documentation for multiple clients.

• Provide insights into opportunities based on data.
• Develop and maintain standard operating procedures (SOPs).
• Support continuous improvement initiatives and operational excellence.

3. Standards and Measurement of Performance

• Work orders, invoices, and project documentation are complete, accurate, and audit-ready with minimal errors.

• Projects are processed, scheduled, and executed on time, with minimal delays or coordination issues.

• All customer and internal communications are handled within 1 business day, with issues resolved promptly and professionally.

• Effectively coordinates across departments and contracted installers to ensure smooth execution, high-quality outcomes, and continuous process improvement.

ADDITIONAL INFORMATION

This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. Vinyl Images & Design LLC remains an “At-Will” employer. “At-Will Employment: VI is an at-will employer. This means that neither the employee nor VI has entered a contract regarding the duration of employment. Employees are free to terminate their employment with VI at any time, with or without reason. Likewise, VI has the right to terminate an employee, or otherwise discipline, transfer, or demote an employee at any time, with or without reason, at the discretion of VI. No employee of VI can enter an employment contract for a specified period, or make any agreement contrary to this Policy, without written approval from the President of Vinyl Images & Design.