Sales & Project Coordinator

fastsigns-careers; Oakland (CA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Opportunity for advancement

Paid time off

Training & development

401(k)

Competitive salary

Employee discounts

Paid holidays

Job summary

FASTSIGNS is seeking a highly organized Sales & Project Coordinator to partner with the Account Management team. The role focuses on administering, estimating, and processing projects from site survey to final delivery, enabling the sales team to focus on client relationships and closing deals.

You will manage surveys, prepare quotes, support design readiness with Illustrator, and ensure sign standards and vendor communication are maintained.

Qualifications

• Highly organized and detail-oriented approach to work.
• Strong communicator with clients, vendors and team members.
• Tech-savvy with Google Workspace and quick to learn CoreBridge or similar systems.
• Experience or familiarity with Adobe Illustrator is required.
• Self-starter who can identify bottlenecks and solve problems independently.
• Eager to learn industry-specific terminology and sign standards.

Responsibilities

• Survey & Project Processing: organize site survey notes, photos and measurements for quotes.
• Estimating & System Support: build drafts and enter line items in CoreBridge for quotes.
• Design & File Support: use Illustrator to review files and verify specs for the design team.
• Standards & Compliance: learn and apply key client sign standards for major accounts.
• Vendor & Subcontractor Coordination: request pricing and coordinate communications with subcontractors.
• Scheduling & Logistics: manage account manager calendar and coordinate surveys with Bay Area traffic in mind.
• Project Tracking: maintain task lists, push projects through the pipeline.

Skills

Organized

Detail-oriented

Communication

Tech Savvy

Tools

Google Workspace

CoreBridge

Adobe Illustrator

Job description

Benefits

• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• 401(k)
• Competitive salary
• Employee discounts
• Paid holidays

Location: Bay Area, CA (Must understand local travel/traffic considerations) Position Type: Full-Time

About the Role

We are seeking a highly organized, detail-oriented Sales & Project Coordinator to partner directly with our Account Management team. The goal of this role is to maximize our sales capacity by taking ownership of critical administrative, estimating, and project-processing workflows.

This is not a traditional administrative assistant position; you will act as the engine behind our sales pipeline, ensuring projects move efficiently from initial site survey to final delivery while allowing our sales team to focus on client relationships and closing business.

Core Responsibilities

• Survey & Project Processing: Organize and process site survey notes, compile photos and measurements, and prepare comprehensive project information for quoting.
• Estimating & System Support: Build estimate drafts, enter products and line items, and assist with formal quote preparation within our CoreBridge POS management system.
• Design & File Support: Use Adobe Illustrator to scale and review files, verify measurements/specifications, and package accurate information for our design team.
• Standards & Compliance: Learn and maintain key client sign standards for major accounts to ensure project consistency and pre-production compliance.
• Vendor & Subcontractor Coordination: Request pricing from vendors, proactively follow up on outstanding quotes, and coordinate seamless communication with subcontractors.
• Scheduling & Logistics: Manage the account manager’s calendar, schedule appointments, and coordinate surveys with an understanding of Bay Area traffic and travel logistics.
• Project Tracking: Maintain project task lists, identify immediate next steps, follow up on outstanding action items, and help push projects through the pipeline.

Desired Skills & Qualifications

• Highly Organized & Detail-Oriented: You take pride in precision and don't let small details slip through the cracks.
• Strong Communicator: Comfortable and professional when making phone calls and sending emails to clients, vendors, and team members.
• Tech Savvy: Familiar with Google Workspace and capable of quickly learning proprietary industry software like CoreBridge.
• Design Tool Familiarity: Experience or familiarity with Adobe Illustrator is mandatory.
• Problem Solver: A self-starter who can independently identify bottlenecks and solve problems without waiting for instructions.
• Adaptable Learner: Willing and eager to learn industry-specific terminology and technical sign standards.

What Success Looks Like in This Role

When you succeed, the whole team succeeds. In this role, your impact will be felt immediately through:

• Faster quote turnaround times and more consistent client follow-up.
• Highly organized, accurate project files that keep complex jobs moving forward efficiently.
• Reduced bottlenecks and stress across the production pipeline.
• Increased sales capacity, allowing the account team to drive revenue and scale business.