Project Coordinator

Project Coordinator

Position Overview:

Portsmouth Sign Company is seeking a highly organized Project Coordinator to act as the central nervous system of our production workflow. This is an administrative-heavy role designed to support three sales representatives by moving projects through permitting and transitioning sold contracts into installed signs.

The successful candidate will manage the "details in the gaps"—ensuring job notes are complete, subcontractors and rental equipment is scheduled. You will serve as the primary liaison between Sales, Design, and the Shop, ensuring every project stays on track. The ideal candidate thrives in a fast-paced environment, excels at coordinating multiple moving parts, and takes pride in delivering projects on time and on budget while maintaining exceptional customer service.

Key Responsibilities

Sales Support & Data Integrity

• Partner with three sales representatives to transition projects smoothly from sale to execution

· Assist in gathering required documentation and approvals.

• Review estimates, scope of work, and contracts to ensure accurate project setup.

Logistics & Scheduling

• Project tracking with an eye on budgets and potential issues
• Oversee multiple signage projects simultaneously from design approval to final installation
• Assist in developing and project schedules, ensuring deadlines are met.

Subcontractor Management: Act as the point of contact for electricians, crane operators, etc. Confirm schedules and site readiness.

• Equipment & Rentals: Coordinate the rental and delivery of lifts, scaffolding, or specialized tools required for specific installs.

Permitting & Compliance

• Research and obtain required municipal permits.
• Submit applications and coordinate with local building departments.
• Ensure all signage meets local codes and regulations.
• Attendance at occasional evening Planning/Zoning board meetings

Customer Coordination

• Status Updates: Keep customers informed of their project’s progress through the design, permitting, fabrication, and installation process.
• Expectation Management: Professionally address timeline shifts or site requirements with the client to ensure a "no-surprises" installation.

Logistics & Operations

• Track materials, production timelines, and installation schedules.
• Maintain detailed project documentation.
• Conduct post-install follow-up to ensure customer satisfaction.

Qualifications

• Education: Bachelor’s Degree preferred, or 3+ years in a high-volume coordination role (Construction, Signage, or Printing experience is a plus).
• Skills: Exceptional written communication; ability to translate complex client requests into simple production notes.
• Mindset: A "Check-the-Box" personality. You are bothered by incomplete data and thrive on crossing the "t's" and dotting the "i's."
• Tech-Savvy: Experience with CRM or Project Management software (knowledge of SquareCoil is a significant advantage).

Job Type: Full-time

Pay: $42,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person