Project Coordinator

Architectural Design & Signs Inc; Hayward (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, Dental, Vision, and Life Ins.

Paid vacation, sick time, and holidays

401(k) with company match (after qual.

Anniversary and referral bonus program

Job summary

AD/S in California seeks a Project Coordinator to support Sales, Project Management, and Permitting teams. You will help ensure permits, documentation, and project details are properly managed for smooth production and installation of signage projects.

You will assist in all phases, maintain files, prepare meetings, and support status reporting while coordinating with compliance and installation teams. This role requires strong organization, communication, and attention to detail.

Qualifications

• Associates degree or equivalent work experience.
• Minimum 2 years administrative experience in commercial construction.
• Strong organizational, planning, and customer-service orientation.
• Excellent verbal and written communication.
• Proactive, detail-oriented, and able to work independently or with a team.
• Proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word).

Responsibilities

• Assist Project Managers in all phases of signage projects, from initiation to completion
• Maintain and organize project files, documentation, and databases
• Prepare meeting agendas, record minutes, and track action items
• Support generation of project status reports and performance analysis
• Track installation progress using PlanGrid and update Project Managers
• Submit drawings to design boards and coordinate engineering requests
• Review drawings and calculations for compliance with building codes
• Manage permit requests, resubmittals, correction letters, inspections, and finalization
• Coordinate with Compliance Team on signature requests
• Prepare and manage shipping requests, including delivery confirmations
• Maintain accurate data in Acumatica and assist with vendor/customer information requests
• Process RFIs, sample requests, warranties, and close-out documentation
• Assist with purchase order requests and production submissions
• Create and submit installation work orders to the installation department
• Perform other related duties as assigned

Skills

Organizational skills

Communication

Attention to detail

Team collaboration

MS Office proficiency

Education

Associates Degree or equivalent

2+ years of administrative experience in commercial construction

Job description

At AD/S, we’re more than just a signage company. We design and build the glowing monoliths that light up the skyline, the wayfinding systems that guide travelers, and the custom displays that bring brands to life. Behind every sign is a team that makes it happen — and we’re looking for a Project Coordinator to help keep it all running smoothly.

Position Overview

We are seeking a Project Coordinator to provide critical support to our Sales, Project Management, and Permitting teams. This role ensures that permits, documentation, and project details are properly managed, enabling the smooth production and installation of signage projects.

Key Responsibilities

• Assist Project Managers in all phases of signage projects, from initiation to completion
• Maintain and organize project files, documentation, and databases
• Prepare meeting agendas, record minutes, and track action items
• Support generation of project status reports and performance analysis
• Track installation progress using PlanGrid and update Project Managers
• Submit drawings to design boards and coordinate engineering requests
• Review drawings and calculations for compliance with building codes
• Manage permit requests, resubmittals, correction letters, inspections, and finalization
• Coordinate with Compliance Team on signature requests
• Prepare and manage shipping requests, including delivery confirmations
• Maintain accurate data in Acumatica and assist with vendor/customer information requests
• Process RFIs, sample requests, warranties, and close-out documentation
• Assist with purchase order requests and production submissions
• Create and submit installation work orders to the installation department
• Perform other related duties as assigned

Qualifications

• Strong organizational and planning skills with customer service orientation
• Excellent verbal and written communication skills
• High attention to detail and problem-solving ability
• Positive attitude, persistence, and integrity
• Ability to work independently and collaboratively in a fast-paced environment
• Proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word)

Education & Experience

• Associates Degree or equivalent work experience
• 2+ years of administrative experience in commercial construction or related industry

Benefits

• Medical, Dental, Vision, and Life Insurance
• Paid vacation, sick time, and holidays
• 401(k) with company match (after qualifying period)
• Anniversary and referral bonus program

We are an E-verify employer. We conduct pre-employment drug and background screenings.