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Logistics & Compliance Coordinator

Company Overview:

Visible Graphics, Inc. is a nationwide sign company that partners with high-end retail clients to create visually impactful signage solutions. We are committed to delivering top-quality services and fostering strong client relationships. As we continue to grow, we are looking for a seasoned Project Manager with a background in construction and strong managerial skills to lead our team and ensure the successful delivery of projects across the nation.

Job Summary: The Insurance Compliance and Shipping Coordinator ensures construction projects move forward safely and on schedule. This role manages subcontractor insurance compliance to meet company and property requirements. In addition, the coordinator works closely with vendors and shipping carriers to manage logistics, ensuring materials arrive accurately and on time. By maintaining compliance and coordinating timely shipments, this role helps support smooth installations and successful client grand opening dates.

Responsibilities:

Insurance Compliance

Review, track, and manage subcontractor insurance documentation to ensure compliance with company, contractual, and property requirements
Verify Certificates of Insurance (COIs) for accuracy, required coverage limits, endorsements, and expiration dates
Maintain and update the insurance compliance database in Monday.com, ensuring all project records are current and accurate
Communicate with subcontractors to request and collect required Certificates of Insurance for each project
Coordinate with the company’s insurance broker to request, verify, and update insurance certificates as needed
Follow up on missing, expired, or non-compliant insurance coverage to ensure timely resolution
Monitor insurance renewals to maintain continuous compliance throughout the project lifecycle
Respond promptly to emails, phone calls, and internal requests; assist with coverage and workload support when team members are absent
Coordinate with project managers and internal teams to address compliance issues and support risk management efforts
Maintain organized records and prepare compliance reports or documentation for audits as required

Shipping & Logistics Coordinator

Coordinate and schedule shipments of signage, materials, and equipment to job sites, warehouses, and vendors
Work with fabrication teams, project managers, and installers to align shipping schedules with production timelines and installation dates
Select and coordinate with freight carriers, couriers, and vendors to ensure cost-effective and on-time deliveries
Prepare and review shipping documentation, including bills of lading, packing slips, freight labels, and delivery instructions
Track shipments, monitor delivery status, and proactively resolve delays, damages, or delivery issues
Communicate shipment details and updates to internal teams, vendors, and clients as needed
Ensure proper packaging and handling of signage and construction materials to prevent damage in transit
Coordinate expedited and special handling shipments to meet critical installation or grand opening deadlines
Verify freight invoices for accuracy and assist with freight claims when necessary
Maintain accurate shipping records, logs, and reports within internal systems or project management software
Support inventory coordination and warehouse communication as needed

General

Answer and direct phone calls
Perform additional tasks as needed to support business operations

Essential Functions and Physical Requirements:

Lifting and Carrying: Ability to lift, carry, and move items weighing up to 45 lbs., including loading onto shelves at a height of 3 feet and transporting up to 100 feet.
Seated Work: Must be able to remain seated for extended periods (approximately 75% of the time).
Office Movement: Walking within the office to gather information from Project Managers or coworkers (approximately 10% of the time).
Flexibility: Occasional kneeling, squatting, and bending as required.

Skills:

Strong attention to detail with the ability to meet deadlines in a fast-paced, multi-tasking environment
Excellent organizational, follow-up, and prioritization skills with the ability to work independently and handle urgent matters
Proficient in Microsoft Word, Outlook, Excel, with working knowledge of QuickBooks; typing speed of 45+ WPM
Clear and professional verbal, written, and phone communication skills
Detail-oriented problem solver and collaborative team player with a confident, proactive approach

Qualifications:

Bachelor’s degree or 2 years of office/ compliance experience
2+ years’ experience in an office environment

Benefits:

Healthcare: Medical, Dental, Vision, and Life Insurance (eligibility after 90 days)
Retirement: 401(k) plan
Paid Time Off:
- 40 hours of vacation annually (after one year of full-time employment)
- 40 hours of sick leave
- Observance of six paid holidays

Why Join Us?

Competitive salary and benefits package
Exciting, impactful work with high-end retail clients
Collaborative and supportive team environment
Career growth and professional development opportunities

All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an “at-will” basis.

Schedule: Monday - Friday 8:00 am to 4:30 pm
Rate: $22 - $24 hourly

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