Project Coordinator

Architectural Design • Hayward, CA

2d • Onsite

About The Position

AD/S is seeking an on-site Project Coordinator in Hayward, California, to provide support to its Sales, Project Management, and Permitting teams. The role helps ensure permits, documentation, and project details are managed properly so signage projects can proceed smoothly through production and installation. The coordinator supports projects from initiation through completion and performs related duties as assigned.

Requirements

• Associate degree or equivalent work experience.
• At least 2 years of administrative experience in commercial construction or a related industry.
• Strong organizational and planning skills with a 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, including Excel, Outlook, PowerPoint, and Word.

Responsibilities

• Assist Project Managers throughout 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 the preparation 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 building-code compliance.
• Manage permit requests, resubmittals, correction letters, inspections, and finalization.
• Coordinate signature requests with the Compliance Team.
• Prepare and manage shipping requests, including delivery confirmations.
• Maintain accurate data in Acumatica and assist with vendor and 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.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Paid vacation
• Paid sick time
• Paid holidays
• 401(k) with company match after a qualifying period
• Anniversary bonus program
• Referral bonus program
• Employee discounts

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree