Project Coordinator

Position Summary

The Custom Project Coordinator supports Displayit's Sales Operations team by preparing estimates, processing orders, and coordinating project details to ensure accurate and timely execution for our clients. This role will initially focus on portable products for our wholesale clients and smaller custom graphics projects; working closely with Sales, Design, Production, and other internal departments to move projects forward.

The successful candidate will begin by developing a strong understanding of Displayit's products, pricing structures, systems, and internal processes. As their knowledge and experience grow, they will take on increasing responsibility for preparing estimates, entering orders, communicating with internal teams and clients, and coordinating assigned projects through production and shipment.

This position is ideal for someone who is highly organized, detail-oriented, proactive, and eager to learn. It offers the opportunity to expand product knowledge, strengthen project coordination skills, and potentially take on more complex custom projects and rental projects as experience and proficiency develop.

Key Responsibilities

• Estimating & Order Processing
• Learn Displayit's portable products, standard configurations, graphic options, pricing structures, and internal systems.
• Prepare accurate estimates for portable product orders and smaller custom graphics projects using internal tools and established processes.
• Accurately enter and maintain Sales Order details in internal systems, ensuring order information reflects the project scope and requirements.
• Review order details, graphic specifications, pricing, and supporting documentation for accuracy and completeness.
• Identify missing information, discrepancies, or special project requirements and work with the appropriate team members to resolve them.
• Maintain accurate project documentation and ensure relevant information is accessible to the teams involved.

Project Coordination & Communication

• Maintain effective working relationships with the Sales team and collaborate to support client needs and project requirements.
• Coordinate with Design, Graphics, Production, and other internal departments to gather information, communicate requirements, and keep projects moving.
• Track assigned orders, outstanding information, and deadlines to help ensure projects progress through production and ship on time.
• Communicate with clients as needed regarding order details, artwork requirements, approvals, timelines, and other project-related questions.
• Work with clients and internal teams to obtain the information and artwork needed to process orders accurately and efficiently.
• Provide timely updates and communicate potential delays, missing information, or other issues to the appropriate team members.
• Approach challenges with a solutions-oriented mindset while maintaining a positive and professional customer experience.

Process & Professional Development

• Learn and follow established workflows, procedures, and quality standards.
• Develop proficiency in Displayit's internal systems, estimating tools, and order-processing procedures.
• Manage multiple assignments while prioritizing tasks based on deadlines, urgency, and business needs.
• Build knowledge of custom graphics production and gradually take on additional project coordination responsibilities as proficiency develops.
• Participate in ongoing training to expand product knowledge and prepare for more complex project types.
• Take on additional responsibilities as assigned.