Assistant Estimator & Project Coordinator

ARC; San Francisco, Northern (CA, KY); Hybrid; USD 32,000 - 39,000; Full time

Benefits offered by this job

Health benefits

401(k) with match

Life insurance

Job summary

ARC Document Solutions is hiring an Assistant Project Coordinator & Estimator to support our digital print production team in San Francisco. Your role blends coordination of the production cycle with cost analysis, preparing quotes, and guiding bids from order entry to delivery.

You will liaise between clients and production, monitor timelines and quality, and work with the Regional Color Manager and Project Manager to keep projects on schedule and within budget.

Qualifications

• Strong organizational and multitasking abilities.
• Excellent communication and customer service skills.
• Ability to work in a fast-paced environment with strict deadlines.
• Experience in large format color print production, graphics, signage, or related industry preferred.
• Proficiency in estimating, order entry, and Microsoft Office systems.
• Proficiency in Adobe Creative Suite – Adobe Acrobat, Illustrator, Photoshop.

Responsibilities

• Schedule and perform site surveys as needed.
• Prepare accurate cost estimates, quotes, and pricing based on project specifications.
• Review scope of work, materials, labor requirements, and production timelines.
• Assist in managing projects from order entry through delivery.
• Coordinate with Regional Color Manager, Project Manager, and production to ensure deadlines are met.
• Customer communication regarding specifications, timelines, revisions, approvals, and updates.
• Create and maintain IFP quotes, work orders, and production documentation.
• Monitor print production progress, installation progress, and flag issues that may impact schedule or cost.
• Interface with customers regarding scheduling, problem-solving, job status, quotes, solutions.
• Provide other forms of customer service as required.
• Verify accurate files, specifications, and production requirements prior to release.

Skills

Organizational skills

Communication skills

Thrives in fast-paced environment

Large format printing experience

Estimating

Adobe Creative Suite

Microsoft Office

Tools

Adobe Creative Suite

Microsoft Office

Job description

ARC Document Solutions (www.e-arc.com) is a global leader in digital printing and technology services, dedicated to helping businesses promote their brand and streamline access to critical information. With a network of over 140 service centers across the USA, Canada, UK, UAE, India, and China, we serve more than 60,000 customers, including some of the world's most renowned brands.

Our team of approximately 1,400 employees is committed to delivering top-class customer service across diverse industries such as retail, sports, entertainment, fitness, construction, education, healthcare, and technology. Riot Creative Imaging (www.riotcolor.com), our specialized visual color graphics division, excels in transforming spaces through immersive environmental graphics and sustainable printing solutions. As a certified minority-owned company operating since 1990, ARC is proud of its heritage and unwavering commitment to quality and innovation.

Who we are looking for:

We are looking for an Assistant Project Coordinator & Estimator to support our digital print production team. The successful candidate is someone who enjoys working in a print environment. The primary duties include coordinating the print production cycle, combining technical cost analysis with project scheduling. This role calculates material, and machine costs to help create bids, while overseeing print job flow, acting as the liaison between clients and production teams, and ensuring quality standards are met.

Key Responsibilities

• Schedule and perform site surveys as needed
• Prepare accurate cost estimates, quotes, and pricing based on project specifications
• Review scope of work, materials, labor requirements, and production timelines
• Assist in managing projects from order entry through delivery
• Coordinate with Regional Color Manager, Project Manager, and production to ensure deadlines are met
• Customer communication regarding specifications, timelines, revisions, approvals, and updates
• Create and maintain IFP quotes, work orders, and production documentation
• Monitor print production progress, installation progress, and flag issues that may impact schedule or cost
• Interface with customers regarding scheduling, problem-solving, job status, quotes, solutions
• Provide other forms of customer service as required
• Verify accurate files, specifications, and production requirements prior to release

Project Management Support

• Tracking multiple active jobs simultaneously while maintaining attention to deadlines and detail
• Follow up on customer approvals, proofs, and production stages
• Assist in coordinating delivery schedules and installation logistics
• Assist in resolving production, quality, or delivery issues as they arise
• Work in conjunction with Project Manager to maintain project flow and customer satisfaction
• Help prioritize urgent jobs and adjust schedules as needed based on production demands
• Assist in site surveys
• Effectively communicate with customer to understand scope of work and make recommendations when needed during on site survey/job site

Estimating

• Interpret customer specifications, drawings, and bid documents to develop pricing through IFP
• Calculate material usage, labor, finishing, freight and outside vendor costs
• Request vendor pricing when needed for outsourced services or specialty material
• Ensure estimates align with company pricing standards and margin expectations
• Revise estimates as project scope changes
• Assist in preparing bid responses and proposal documentation

Preferred Skills/Qualifications

• Strong organizational and multitasking abilities
• Excellent communication and customer service skills
• Ability to work under fast paced environment with strict deadlines
• Experience in large format color print production, graphics, signage, or related industry preferred
• Proficiency in estimating, order entry, and Microsoft Office systems
• Proficiency in Adobe Creative Suite – Adobe Acrobat Professional, Illustrator, Photoshop
• Attention to detail and problem-solving mindset

Pay range: $23.00 to $28.85 per hour, depending on experience.

ARC | Riot offers comprehensive health benefits: Medical, Dental, Vision, 401(k) with a match, Company-Paid Life Insurance, and an array of voluntary benefits which include STD, LTD, Voluntary Life, PTO, PEDs, employee Recognition Programs, Spot Awards, and more!

We are an Equal Employment Opportunity (“EEO”) Employer. It has been and will continue to be a fundamental policy of ARC Document Solutions and RIOT Creative Imaging not to discriminate based on race, color, creed, religion, gender, gender identity, pregnancy, marital status, partnership status, domestic violence victim status, sexual orientation, age, national origin, alienage or citizenship status, veteran or military status, disability, medical condition, genetic information, caregiver status, unemployment status or any other characteristic prohibited by federal, state and/or local laws. This policy applies to all aspects of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.