Estimator & Project Coordinator

Sub Source, Inc.; Machesney Park, Northern (IL, KY); On-site; USD 60,000 - 80,000; Full time

Job summary

Interstate Graphics / CorPro Visual in Machesney Park, IL seeks an Estimator & Project Coordinator to prepare quotes, coordinate project details from order through production handoff, and ensure efficient, profitable job flow.

The role combines sales support, customer communication, production coordination, and project execution in a fast-paced environment, requiring strong organization and clear communication skills.

Qualifications

• 2+ years in estimating or project coordination in print/graphics or related industries.
• Strong organizational skills with ability to manage multiple projects and deadlines.
• Excellent written and verbal communication.
• Attention to detail and follow-through.
• Proficiency with ERP, CRM, and Microsoft Office.

Responsibilities

• Prepare accurate and timely estimates for print, signage, graphics.
• Coordinate project details from quote through production handoff.
• Track timelines, proofs, materials, and milestones.
• Communicate status updates to internal teams and customers.
• Identify and resolve issues before impact on delivery or margin.
• Support job documentation and workflow accuracy in company systems.

Skills

Organizational skills

Communication

Attention to detail

Problem solving

Time management

Tools

ERP systems

CRM systems

Microsoft Office

Job description

Description

Estimator & Project Coordinator

Location: Machesney Park/Loves Park, IL - LOCAL CANDIDATES ONLY
Company: Interstate Graphics / CorPro Visual

Position Summary

We are seeking a highly organized, detail-oriented Estimator & Project Coordinator to support our growing print and signage operations. This role is responsible for preparing accurate quotes, coordinating project details from order through production handoff, and helping ensure jobs move through the business efficiently and profitably.

This is a key internal role that sits at the intersection of sales support, customer communication, production coordination, and project execution. The right candidate will be comfortable managing multiple priorities, communicating clearly with customers and internal teams, and driving tasks to completion in a fast-paced environment.

Key Responsibilities

Estimating & Quoting

• Prepare accurate and timely estimates for print, signage, graphics, sub-straights and related projects
• Review quote requests for completeness and follow up internally or externally to gather missing information
• Work with vendors and internal teams to source materials, pricing, freight, and outside services as needed
• Understand production methods, material options, installation considerations, and routing in order to build accurate quotes
• Maintain quote records and assist with quote follow-up as needed
• Help prioritize quote activity based on urgency, project size, and strategic importance

Project Coordination

• Assist in moving awarded jobs from quote to production with a clean and accurate handoff
• Coordinate project details across sales, production, installation, purchasing, and vendors
• Track timelines, proofs, materials, and key milestones to help keep projects on schedule
• Communicate status updates, open items, and next steps clearly to internal teams and customers
• Help identify and resolve project issues before they impact delivery, margin, or customer satisfaction
• Support job documentation and workflow accuracy within company systems

Customer & Internal Support

• Serve as a responsive point of contact for assigned quotes and projects
• Support customer communication related to estimating, project details, status updates, and execution
• Partner closely with leadership on key accounts and more complex opportunities
• Work cross-functionally with operations, production, installation, customer service, and accounting as needed

Requirements

Qualifications

• 2+ years of experience in estimating, project coordination, customer service, inside sales, or account support in print, signage, manufacturing, graphics, sub-straights, construction, or a related industry preferred
• Strong organizational skills and ability to manage multiple projects and deadlines at once
• Excellent written and verbal communication skills
• Strong attention to detail and follow-through
• Comfortable working in ERP, estimating, CRM, and Microsoft Office systems
• Ability to think critically, solve problems, and operate with urgency
• Experience in wide-format printing, signage, retail graphics, branded environments, or installation coordination is a plus

Key Traits for Success

• Highly organized and process-driven
• Responsive and dependable
• Strong sense of urgency
• Commercially aware and margin-conscious
• Able to manage details without losing sight of deadlines and customer expectations
• Team-oriented with a willingness to jump in and help wherever needed

What Success Looks Like

• Quotes are turned accurately and on time
• Jobs are handed off cleanly and tracked effectively
• Internal communication improves
• Customer response times improve
• Fewer details fall through the cracks
• Projects move faster with less chaos and stronger margin protection