Project Coordinator Seattle, Washington

ARC; Seattle, Northern (WA, KY); Hybrid; USD 32,000 - 36,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with company match

PTO

Job summary

ARC Document Solutions, including Riot Creative Imaging, seeks a Project Coordinator to manage end-to-end project lifecycles from initial client engagement to final delivery. You will coordinate across departments, vendors, and installers, ensuring tasks stay on time and within budget.

Ideal candidates have strong organization, communication, and multitasking abilities, with experience in a fast-paced environment and familiarity with digital printing projects.

Qualifications

• High School diploma or equivalent.
• BS degree in a relevant field or equivalent work experience.
• Proven experience in project coordination or a related role, preferably in a fast-paced and deadline-driven environment.
• Exceptional organizational skills with keen attention to detail.
• Strong communication and interpersonal abilities, with clients, vendors, and internal stakeholders.
• Proficiency in project management tools and accounting software.
• Ability to multitask and prioritize tasks effectively.
• Problem-solving skills and timely issue resolution.
• Collaborative and cooperative mindset to achieve project objectives.

Responsibilities

• Act as the main contact person for all client and vendor communications, delivering exceptional customer service.
• Generate purchase orders, handle billing and credit processes, and ensure accurate payment postings.
• Coordinate installation packages, site surveys, and product sourcing with vendors and clients.
• Collaborate with team members to coordinate project orders and due dates.
• Source economical methods for manufacturing, installation, and final delivery while maintaining quality.
• Create client folders, organize project files, and ensure support files are available.
• Verify fonts, artwork, and links and coordinate with pre-press for file processing.
• Conduct team meetings to review files, surveys, measurements, and hardware options.
• Coordinate site surveys and gather costs for accurate estimates.
• Collaborate with estimating team to generate quotes and initiate work orders.
• Facilitate material orders and conduct quality checks.
• Coordinate installation dates with clients and installers with project managers.
• Complete installation agreement forms and provide documentation to installers.
• Follow up with production teams on order status, shipping, and progress.
• Coordinate delivery to sites and track orders.
• Capture installation photos and share with clients and managers.
• Retrieve and file installation checklists for future reference.

Skills

Project coordination

Organizational skills

Communication skills

Multitasking

Problem solving

Collaborative mindset

Experience in fast-paced environments

Commercial digital printing industry (

Education

High School diploma or equivalent

BS degree in relevant field

Tools

Project management software

Accounting software

Job description

About ARC Document Solutions

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.

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.

As the Project Coordinator, your primary responsibility will be to represent Riot/ARC endeavors and facilitate effective communication and coordination between multiple internal departments, sister companies, clients, vendors, and installers. You will oversee the entire project lifecycle, from initial client engagement to final delivery, ensuring all tasks comply with operational procedures and are completed on time and within budget.

These are the exciting things you get to do:

• Act as the main contact person for all client and vendor communications, delivering exceptional customer service and promptly responding to inquiries via email or phone.
• Generate purchase orders, handle billing and credit processes, and ensure accurate payment postings in the accounting software.
• Coordinate installation packages, site surveys, and product sourcing, while resolving any issues or pricing discrepancies with outsourced vendors and clients.
• Collaborate with team members to coordinate project orders and due dates, fostering a spirit of cooperation and ensuring smooth project execution.
• Source the most economical methods for manufacturing, installation, and final delivery, while maintaining quality standards.
• Create client folders, organize project files, and ensure all necessary support files are downloaded and readily available.
• Verify compatibility of fonts, artwork, and photographic links, and collaborate with pre-press teams to ensure smooth file processing.
• Conduct team meetings to review project files, drawings, site surveys, measurements, and hardware options, seeking guidance from project managers or supervisors when needed.
• Coordinate site surveys and gather outsourced service and hardware costs for accurate project estimates.
• Collaborate with the estimating team to generate quotes, ensuring client approval and initiating work orders promptly.
• Facilitate material orders and conduct quality control checks throughout the project lifecycle.
• Coordinate installation dates and times with clients and installers, working closely with project managers for large installation jobs.
• Complete installation agreement forms and ensure necessary documentation is provided to installers before installation.
• Follow up with production teams to confirm order status, shipping/delivery schedules, and installation progress.
• Coordinate delivery to the designated location or installation site, ensuring accurate labeling and tracking of orders.
• Capture installation pictures provided by installers and share them with clients, project managers, and management for project closure.
• Retrieve installation checklists from installers, scan and file them along with the work orders for future reference.

What we require:

• High School diploma or Equivalent. BS Degree in a relevant field or equivalent work experience.
• Proven experience in project coordination or a related role, preferably in a fast-paced and deadline-driven environment.
• Exceptional organizational skills with keen attention to detail.
• Strong communication and interpersonal abilities, with the capability to build effective relationships with clients, vendors, and internal stakeholders.
• Proficiency in project management tools and accounting software.
• Ability to multitask and prioritize tasks effectively.
• Problem-solving skills and the ability to resolve issues in a timely manner.
• A collaborative and cooperative mindset, with a focus on achieving project objectives
• Ideally, experience in the commercial digital printing industry.

We Offer:

• Comprehensive benefits include health, dental, vision, life insurance, 401(k) with a company match, an array of voluntary benefits, PTO, PEDs, Employee Recognition Programs, and spot awards.
• A management team that supports you and wants to see you be successful

Pay Range:$23 to $26 / hr.

If you require reasonable accommodation for any part of the application or hiring process due to a disability, please submit your request to [e-mail] and use the words "Accommodation Request" in your subject line.

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.

To all recruitment agencies:
ARC does not accept agency resumes. Please do not forward resumes to our Careers alias or other ARC employees. ARC is not responsible for any fees related to unsolicited resumes.