Project Coordinator

Project Coordinator – BlinkSigns

Job Summary

The Project Coordinator will manage assigned signage projects from kickoff through completion in a fully outsourced execution model. All fabrication and installation activities are performed by external vendors, with no internal staff physically present at shops or job sites.

The role requires strong vendor coordination, cost estimation, procurement, project tracking, and accurate Zoho record management to ensure projects are delivered efficiently and on schedule.

Key Responsibilities

1. Project Execution

- Manage assigned projects end-to-end across estimating, order setup, permitting, fabrication, logistics, installation, quality control, completion, and service.
- Monitor project timelines and ensure timely completion.

2. Estimating & Procurement

- Prepare project cost estimates.
- Issue RFQs to a minimum of three vendors per project for fabrication and installation.
- Remove client-identifying details from artwork before sending overseas RFQs.
- Collect vendor quotations and submit pricing for approval.

3. Vendor Communication & Coordination

- Serve as the primary point of contact for vendors through 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.

4. Purchase Order Management

- Draft purchase orders in Zoho within defined SOP timelines.
- Verify vendor documentation, including W-9, COI, Workers' Compensation, and outstanding balances.
- Track purchase orders through Draft, Sent, Accepted, Billed, and Closed stages.

5. Permitting & Logistics

- Support permit submissions and coordinate follow-ups with relevant city authorities.
- Manage domestic and international shipping documentation.
- Ensure shipping configurations align with installer pricing before dispatch.

6. Zoho Data Management

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

7. Quality Control

- Review shop drawings and pre-shipment photographs.
- Ensure all deliverables match approved project specifications before vendor release.

8. Escalation Management

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

9. Completion & Service

- Follow up on post-installation documentation.
- Coordinate service requests and warranty-related activities.

Qualifications & Requirements

- Experience in cost estimation and procurement; signage industry experience preferred.
- Proficiency in Zoho, Microsoft Office, and Google Workspace.
- Strong organizational skills with the ability to manage multiple projects and deadlines.
- Detail-oriented, proactive problem-solver with ownership of data accuracy.
- Excellent written and verbal communication skills for vendor coordination and negotiation.
- Previous experience in project coordination, customer service, or administration preferred.
- Comfortable working in a fully remote, vendor-coordinated execution model.