Project Coordinator / Client Services Administrator

Next Generation Designs

Moneta, VA | Full-Time | In-Office

About Next Generation Designs

Next Generation Designs is a growing creative, technology, marketing, and print company serving businesses throughout Virginia and beyond. We provide website design, software development, graphic design, printing, embroidery, promotional products, marketing services, and managed IT solutions.

We are looking for a highly organized, customer-focused individual who enjoys working with people, managing projects, coordinating tasks, and helping ensure every client receives exceptional service.

Position Overview

The Project Coordinator / Client Services Administrator serves as the central communication hub between clients, vendors, designers, developers, technicians, and management. This role combines customer service, project coordination, administrative support, order processing, marketing assistance, and client communication.

The ideal candidate is organized, detail-oriented, proactive, and capable of managing multiple projects while providing outstanding customer service.

Primary Responsibilities

Customer Service & Front Desk

• Answer incoming phone calls professionally and direct inquiries appropriately.
• Greet customers and visitors in a friendly and professional manner.
• Assist customers with placing orders for printing, apparel, promotional products, websites, marketing services, and IT services.
• Gather project requirements and accurately document customer requests.
• Schedule client meetings, consultations, and project review appointments.
• Follow up with customers regarding project updates, approvals, and outstanding items.
• Maintain a welcoming, organized, and professional office environment.
• Provide exceptional customer service throughout every stage of the client relationship.

Project Coordination & Client Management

• Gather website content, photos, logos, branding materials, and project requirements from clients.
• Coordinate website updates and communicate project progress to clients.
• Maintain project timelines and ensure projects move efficiently through production.
• Follow up with clients regarding missing content, approvals, deadlines, and deliverables.
• Assist with proofing and approval processes for print, web, and marketing projects.
• Coordinate specialty orders and outsourced vendor projects.
• Maintain detailed project notes and client communications.
• Assist management in prioritizing workloads and project schedules.

Marketing & Social Media

• Create and schedule social media posts for clients.
• Create and schedule social media content for Next Generation Designs.
• Assist with marketing campaigns, promotions, and special events.
• Coordinate content gathering for social media and marketing projects.
• Help maintain consistency across client branding and marketing efforts.

Administrative Support

• Maintain client records, project documentation, and company databases.
• Assist with quote preparation and proposal organization.
• Help track project statuses and ensure tasks are assigned appropriately.
• Organize digital files, customer assets, and project information.
• Assist with office operations and day-to-day administrative functions.

Time Tracking & Billing Support

• Meet with company leadership daily to review completed work and ongoing projects.
• Ask management and staff about completed tasks and billable activities.
• Accurately record time spent on client projects.
• Ensure billable work is properly assigned to the correct customer.
• Maintain task logs and project records.
• Assist with billing preparation and invoicing support.

Team Support

• Assist the Creative Director with project pipeline management.
• Coordinate project flow between departments.
• Help ensure projects remain on schedule and meet deadlines.
• Facilitate communication between clients, vendors, designers, developers, and technicians.
• Support management with special projects and operational initiatives.

Qualifications

Required

• Excellent verbal and written communication skills.
• Strong customer service skills.
• Exceptional organizational and time-management abilities.
• Ability to multitask and manage multiple projects simultaneously.
• Professional appearance and demeanor.
• Strong attention to detail.
• Self-motivated and dependable.
• Comfortable working in a fast-paced environment.
• Proficiency with Microsoft Office and Google Workspace.

Preferred

• Experience in customer service, project coordination, administration, marketing, or account management.
• Experience in a print shop, marketing agency, technology company, or creative environment.
• Familiarity with CRM, project management, or ticketing systems.
• Basic understanding of websites, digital marketing, social media, and graphic design workflows.
• Experience with order entry, invoicing, or client account management.

What We’re Looking For

The ideal candidate is someone who:

• Enjoys helping customers.
• Communicates professionally and confidently.
• Takes ownership of tasks and follows through.
• Is highly organized and detail-oriented.
• Can adapt to changing priorities.
• Enjoys being the person who keeps projects moving forward.
• Wants to grow with a fast-growing local business.

Compensation & Benefits

• Competitive pay based on experience.
• Paid holidays.
• Paid time off.
• Professional development opportunities.
• Advancement opportunities within the company.
• Positive and collaborative work environment.