Job Description

EVEREST SIGNS

HIRING – JUNIOR PROJECT COORDINATOR / OFFICE ADMIN

Company

Everest Signs has been in operation since 1986. We have a 20,000 Sq Ft. sign manufacturing facility in Toronto (GTA East). We manufacture all signage (illuminated and non-illuminated) in house and install using our own crane / bucket trucks.

Position

Junior Project Coordinator / Office Admin

Job description

Everest Signs is seeking a qualified and motivated individual to join our Toronto-based team as a Junior Project Coordinator / Office Admin, based in office and reporting to the Senior Project Coordinator & Operations Manager. The hired individual will be responsible for supporting the execution of signage projects by working collaboratively with designers, architects, suppliers, contractors and inhouse fabrication / installation crews.

The candidate in this role serves as one of the points of contact at our reception desk in answering incoming phone calls. The position will be responsible for drafting, distributing, and filing various forms of correspondence, as well as updating and utilizing them for a number of administrative tasks. The hired candidate will be responsible for coordinating and provide logistics. The person hired will learn basic aspects of sign industry operations and manufacturing. The ideal candidate will make sure every project is tracked and monitored in an efficient manner avoiding delays. We are looking for someone who has a background in coodination and office administration, preferably in manufacturing, construction or a related field, along with a technical education.

Duties Include

Assist the Senior Project Coordinator & Operations Manager with overall project execution including document control, coordination, quality control, logistics and project status
Manage the flow of documentation for the project, sub-trades, schedule, and crew time on site
Follow up with outside trades and consultants, reporting submissions and drawings
Occasionally travel to sites to conduct site checks, including taking measurements and photos
Updating the Senior Project Coordinator with status reports including approvals, design mock-ups and installation details
Prepare document transmittals and maintain document registers such as site instructions, change orders, drawings etc.
Assist the Operations Manager with administration tasks, such as preparation of monthly reports, ordering supplies, freight shipping, trade communication between suppliers and sometimes clients.
Majority of tasks will be logistics related and will require interaction and efficient communication between all departments at Everest Signs. Departments include: Sales, Graphics, Admin, Fabrication, Painting, Shipping & Receiving, Assembly, and Installation & Electrical Installation.
Answer + direct phone calls
Handle inquiry emails
Maintain the internal database of ongoing projects
Sources material, proposes pricing, arranges transportation, organizes logistics and delivery schedules
Work with the Project Coordinator, Sales Manager and Accountant to support daily functions
Liaising with other departments to ensure that we are always delivering a positive customer experience
Assist Accounting Department in Receivables and Payables
Applying for locates on the Ontario One Call online system
Applying for Signage Tenders
Invoicing
Receive + process payments
Applying for Sign Permits with multiple municipalities in the GTA
Collect employee time sheets and for payroll
Ordering materials and sourcing out pricing from multiple vendors
Manage incoming email inquiries & responding appropriately, prepare and schedule outgoing mail
Filing receipts for bookkeeping

Desired Skills and Experience

Completion of College/CEGEP/vocational or technical training preferably in an engineering, construction or related field.
Experience with MS Office (advanced level) and Excel (advanced level) is essential
Experience in Adobe Acrobat and Illustrator is an asset
Experience in AutoCAD software is an asset
Experience in general accounting principles and procedures is an asset
Math and architectural blue print reading skills essential
Excellent verbal and written communication skills
Fast typing skills
Previous work experience in the signage manufacturing or custom metal manufacturing industry is preferred
Ability to work with others as a team.
Ability to work flexible hours as the project schedule demands
Excellent organizational skills, attention to detail, and ability to work effectively/accurately under pressure.
This position is heavily measurements and basic mathematics-based.
Written and oral proficiency in English is essential
A valid Ontario Drivers License and own vehicle will be an asset.
At least 2-3 years experience working in Coordination and Administration in an office environment
Basic on-the-job training will be provided, however, successful candidates will have a strong self-starter attitude.
Typing, filing and collecting invoices
Self-starter, highly-motivated, strong desire to meet objectives and succeed
Strong negotiation and closing skills
Strong problem solving and decision making skills

Industry

Sign Manufacturing / Custom Metal Fabrication

Job function

Project Coordination and Office Administration

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verification.

Job Type: Full-time

Salary: $39,000.00-$44,000.00 per year

Schedule: