Project Coordinator

The Project Coordinator manages customer projects from approved estimate through production, fulfillment, mailing, and final delivery. This position coordinates communication and workflow among customers, Sales, Production, Purchasing, Shipping, Mailing, Fulfillment, and outside vendors to ensure projects are completed accurately, efficiently, and on schedule. The role requires strong organization, attention to detail, responsiveness, and the ability to manage multiple projects and priorities. Success in this role is demonstrated through accurate job setup, timely project release, proactive communication, complete documentation, effective vendor coordination, and the on-time completion and delivery of customer projects.

Duties and Responsibilities:

· Converts approved estimates into accurate and complete job orders in Monarch.

· Verifies job specifications, quantities, purchase order information, production requirements, shipping instructions, and delivery dates.

· Maintains clear, complete, and actionable job notes for all affected departments.

· Monitors assigned jobs throughout production and communicates changes, delays, or concerns promptly.

· Coordinates customer proofs, approvals, revisions, and project-related communications.

· Works closely with Sales and Production to resolve questions and keep projects moving.

· Creates and manages purchase requisitions and purchase orders for outsourced products and services.

· Communicates with outside vendors, tracks delivery commitments, and obtains required receiving documentation.

· Coordinates mailing, shipping, drop-ship, fulfillment, inventory, and distribution requirements.

· Attends production meetings and provides accurate status updates on assigned work.

· Maintains accurate records in Monarch, PrintStream, and other applicable systems.

· Escalates schedule, quality, documentation, or customer-service concerns to the appropriate manager.

· Provides support to other Project Coordinators and departments as business needs require.

· Duties performed in this job may require the handling of Protected Health Information or other confidential material. Therefore, the employee is required to follow all policies and procedures outlined in the company’s HIPAA related documentation and are subject to the defined sanctions in the event that they should inappropriately use or disclose confidential material.

· Follows all mandated safety protocols. Think Patented is committed to the safety of its employees and requires strict adherence to all safety procedures, including but not limited to, machine specific procedures, personal protective equipment, dress code, restricted areas, lock out / tag out procedures, walking and working surface standards, and fall protection systems.

Position Requirements:

· High school diploma or equivalent required.

· Previous experience in project coordination, customer service, printing, manufacturing, or a related environment preferred.

· Strong written and verbal communication skills.

· Excellent organizational, prioritization, and follow-through abilities.

· Ability to manage multiple projects and changing deadlines.

· Strong attention to detail and commitment to accuracy.

· Ability to work effectively across departments and with outside vendors.

· Comfortable learning and using order-management, inventory, and Microsoft 365 applications.

· Experience with Monarch or PrintStream is helpful but not required.