Projects Coordinator: Lead Seamless Delivery & Coordination

Visible Graphics Inc; Simi Valley (CA); On-site; USD 52,000 - 60,000; Full time

Job summary

Visible Graphics Inc. in Simi Valley, CA is seeking a Project Coordinator to support Project Managers by organizing schedules, permits, and budgets, and by maintaining clear documentation.

The role emphasizes communication with landlords, vendors, and internal teams to ensure projects stay on track. The coordinator will manage daily updates in MONDAY, prepare proposals, review COIs, process invoices, and maintain filing systems.

Qualifications

• 2+ years in an office setting, preferably in project coordination.
• Ability to use MONDAY for project tracking and data entry.
• Experience coordinating COI, W-9, and vendor communications.
• Strong written and verbal communication in English.

Responsibilities

• Create and maintain physical and electronic job folders.
• Enter project details into MONDAY and assign job numbers.
• Request and process COI requirements from landlords.
• Coordinate with insurance brokers and vendors for COI, W-9, and other materials.
• Source installers/vendors and provide drawings for bids.
• Submit purchase orders to vendors and installers.
• Maintain records of city permits and related documentation.
• Obtain signage criteria and coordinate with landlords on sign codes.
• Coordinate exterior elevation requests and surveys with vendors.
• Gather pricing from retail lists and work with estimators.
• Submit drawings to landlords for approval.
• Manage in-house and vendor installation schedules.
• Prepare proposals and permit packages for vendors or permitting dept.
• Conduct sign inspections when PMs are unavailable.
• Request completion photos and final inspections for docs.
• Collect and organize cost data for invoicing (fees, shipping, etc.).
• Process vendor invoices and submit to accounting.
• Maintain Monthly Sales Log and report to CEO.
• Verify mileage forms and submit to Accounting.
• Maintain daily MONDAY updates.
• Assist the CEO with events and special projects.
• Expand knowledge of signage fabrication/installation.
• Perform additional duties as assigned.

Skills

Attention to detail

Multitasking

Organizational skills

Communication skills

Typing 45+ WPM

Customer service

File management

Problem solving

Team collaboration

Tools

MONDAY

QuickBooks

Microsoft Word

Microsoft Outlook

Excel

Job description

Visible Graphics Inc. in Simi Valley, CA is seeking a Project Coordinator to support Project Managers by organizing schedules, permits, and budgets, and by maintaining clear documentation.

The role emphasizes communication with landlords, vendors, and internal teams to ensure projects stay on track. The coordinator will manage daily updates in MONDAY, prepare proposals, review COIs, process invoices, and maintain filing systems.