We are seeking an Administrative Office Coordinator to join our team! You will perform clerical and administrative functions in order to drive company success.
The Office Coordinator plays a key role in keeping projects organized and on schedule from start to finish. This person will handle work order setup, collect and organize job photos and documents, assist with scheduling, coordinate with installers and vendors, and help ensure accurate billing information is gathered for invoicing. The ideal candidate is detail-oriented, organized, and comfortable managing multiple active jobs in a fast-paced environment.
Key Responsibilities
Work Order Setup: Create and process new work orders in the company system, ensuring all project details, artwork, and client information are accurate and complete.
Job Coordination: Maintain project timelines, track progress, and communicate with internal teams (sales, design, production, installation) to ensure on-time delivery.
Scheduling: Coordinate installation dates and service calls; communicate schedules with clients and field crews.
Photo & Documentation Management: Download, label, and organize job photos from the field for customer files and billing documentation.
Billing Preparation: Gather completion photos, sign-offs, and other documentation needed for invoicing. Work closely with the accounting or admin team to submit billing packages.
Project Support: Assist with ordering materials or permits as needed; update clients on project status.
Quality Control: Review completed job files to confirm all documentation is complete before closing.
Communication: Serve as a central point of contact between departments to keep projects organized and moving efficiently.
Qualifications
2+ years of experience in project coordination, administrative support, or operations (signage, construction, or similar field preferred).
Strong organizational skills and attention to detail.
Excellent communication and follow-up skills.
Proficiency with Microsoft Office, Google Workspace, or project management tools
Ability to prioritize and manage multiple projects with changing deadlines.
Familiarity with sign industry terminology (a plus, b
