Project Coordinator

The Project Coordinator will oversee assigned signage projects from initiation through to completion within a fully outsourced execution model. All fabrication and installation tasks are handled by external vendors, with no internal staff physically present at shops or job sites. This role demands strong skills in vendor coordination, cost estimation, procurement, project tracking, and meticulous management of records in Zoho to ensure projects are delivered on time and within budget.

Key Responsibilities

Project Execution: Manage projects end-to-end, including estimating, order setup, permitting, fabrication, logistics, installation, quality control, completion, and service. Monitor project timelines closely to ensure deadlines are met.

Estimating & Procurement: Prepare accurate project cost estimates. Issue Requests for Quotations (RFQs) to at least three vendors per project for fabrication and installation. Remove any client-identifying details from artwork before sending RFQs overseas. Collect vendor quotations and submit pricing for approval.

Vendor Communication & Coordination: Act as the primary contact for vendors via phone and email. Record all vendor communications in Zoho on the same day. Confirm project specifications, mounting methods, and shipping configurations before issuing purchase orders.

Purchase Order Management: Draft purchase orders in Zoho within established Standard Operating Procedure (SOP) timelines. Verify vendor documentation such as W-9 forms, Certificates of Insurance (COI), Workers' Compensation, and check for any outstanding balances. Track purchase orders through all stages: Draft, Sent, Accepted, Billed, and Closed.

Permitting & Logistics: Support permit submissions and coordinate follow-ups with city authorities. Manage both domestic and international shipping documentation. Ensure shipping configurations align with installer pricing prior to dispatch.

Zoho Data Management: Maintain accurate and up-to-date project records, including dates and status fields in Zoho. Ensure every open task has a Next Contact Date assigned. Document any schedule delays, exceptions, and their reasons.

Quality Control: Review shop drawings and pre-shipment photographs. Confirm that all deliverables match approved project specifications before vendor release.

Escalation Management: Identify and escalate project risks and delays before deadlines are missed. Follow the established Escalation Chart to ensure timely visibility of potential issues.

Completion & Service: Follow up on post-installation documentation. Coordinate service requests and warranty-related activities as needed.

Required Qualifications

Experience in cost estimation and procurement is essential, with signage industry experience preferred. Proficiency in Zoho, Microsoft Office, and Google Workspace is required. Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously are necessary. The ideal candidate is detail-oriented, a proactive problem-solver, and takes ownership of data accuracy. Excellent written and verbal communication skills are critical for effective vendor coordination and negotiation.

Preferred Qualifications

Previous experience in project coordination, customer service, or administration is advantageous. Candidates should be comfortable working within a fully remote, vendor-coordinated execution model.

This role offers the opportunity to work in a dynamic environment where strong coordination and project management skills are valued, supporting successful project delivery without on-site presence.