Administrative Coordinator

Description We are looking for a highly organized Administrative Coordinator to support project operations and permit-related activities for a signage and graphics company in Southlake, Texas. This Long-term Contract position plays an important role in keeping timelines on track, maintaining accurate documentation, and providing dependable administrative support to project managers and leadership. The ideal candidate is detail-focused, proactive, and comfortable managing multiple responsibilities behind the scenes to help projects move forward efficiently.

Responsibilities:

• Oversee the preparation, submission, and follow-up of permit applications for signage and installation projects with local and state agencies.
• Monitor approval progress and communicate with municipalities, inspectors, and other external contacts to help prevent delays.
• Maintain project schedules, compliance dates, and supporting documentation so key milestones are met on time.
• Organize and update electronic and hard-copy files for permits, contracts, drawings, approvals, and related records.
• Provide administrative support to project managers by sharing updates, tracking outstanding items, and helping coordinate next steps.
• Manage spreadsheets, status logs, and checklists used to monitor project activity, reporting needs, and compliance requirements.
• Facilitate communication among internal departments, vendors, and jurisdictional contacts to keep information accurate and current.
• Assist with invoice-related documentation, routine office support, and other administrative tasks as business needs require.
• Review back-office records for completeness and accuracy to ensure documents are properly maintained and ready for use. Requirements
• At least 2 years of experience in an administrative or coordination role.
• Background supporting permit processing, compliance records, or deadline-driven documentation is preferred.
• Strong organizational ability with a high level of accuracy and attention to detail.
• Proven ability to manage multiple assignments and keep competing deadlines on track.
• Proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Effective written and verbal communication skills for working with internal teams and external contacts.
• Ability to work independently, stay dependable, and maintain consistent follow-through on administrative tasks.
• Experience with project coordination, scheduling, reporting, or calendar-related support is a plus.

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