Project Administrator

Location: Niagara Falls, ON

Employment Type: Full-Time, Permanent

Work Arrangement: In-Office

Position Summary

Signature Sign & Image is seeking an organized and motivated Project Administrator to join our team.

This brand new role combines general office administration, project coordination, purchasing, customer communication, and follow-up. The Project Administrator will work closely with clients, vendors, sales, design, production, installation, and administration teams to help keep projects organized and moving forward from initial handoff through completion.

A large part of the role involves staying on top of emails, paperwork, project notes, approvals, purchasing requirements, deadlines, and follow-ups.

The successful candidate will also provide administrative support to the President, Business Director, Office Manager, and management team as required.

The ideal candidate is highly organized, comfortable managing multiple priorities, and able to take an assigned task or objective and independently move it forward.

Previous sign industry experience is preferred but not required. Experience in project coordination, administration, customer service, construction, manufacturing, fabrication, printing, or another deadline-driven environment would also be an asset.

This role has the opportunity to grow and evolve based on the successful candidate’s experience, strengths, and interests.

Key Responsibilities

Office & Administrative Support

- Greet visitors, customers, vendors, and delivery personnel.
- Answer incoming calls, direct inquiries, and take accurate messages.
- Assist with correspondence, document preparation, data entry, filing, scheduling, and record keeping.
- Support the Office Manager, President, Business Director, and management team with administrative tasks as required.
- Assist with general office organization and day-to-day administrative needs.

Project Coordination

- Assist with coordinating projects from initial handoff through production, installation, and completion.
- Understand assigned project scopes, specifications, timelines, and client expectations.
- Track project milestones, deadlines, surveys, deliveries, installations, approvals, and outstanding requirements.
- Follow up on missing information, materials, drawings,



decisions, and action items.
- Coordinate communication between sales, design, production, installation, vendors, subcontractors, clients, and management.
- Identify potential delays, scope changes, or other concerns and escalate them as required.
- Keep project notes, files, and documentation accurate and current.

Purchasing & Project Administration

- Obtain pricing and quotes from suppliers and subcontractors.
- Prepare and process purchase orders.
- Purchase materials, products, and services required for assigned projects.
- Confirm pricing, quantities, specifications, lead times, and delivery dates.
- Track outstanding orders and follow up with vendors.
- Assist with permits, engineering documentation, utility locates, equipment rentals, shipping, and other project requirements.
- Help ensure purchasing aligns with project requirements, timelines, and budgets.

Customer Follow-Up & Service Coordination

- Provide clients with project updates and communicate scheduling changes or outstanding requirements.
- Complete post-project customer follow-up using the company’s 2-4-6 follow-up process.
- Request customer reviews and feedback.
- Receive and document service, deficiency, warranty, and return-trip requests.
- Gather the necessary information and forward requests to the appropriate department.
- Follow up internally to ensure customer concerns are acknowledged and assigned.

Qualifications

Required

- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Strong customer service skills and a professional telephone manner.
- Ability to manage multiple deadlines, emails, calls, and competing priorities.
- Strong follow-through and willingness to take ownership of assigned tasks.
- Comfortable working independently once objectives and expectations are established.
- Ability to identify missing information, ask questions,



and follow up until an issue is resolved.
- Comfortable working in a fast-paced environment where priorities may change throughout the day.
- Strong administrative, documentation, and record-keeping skills.
- Working knowledge of Microsoft Outlook, Word, Excel, and general office software.
- Positive attitude and eagerness to learn and grow.

Preferred

- Experience in project coordination, administration, office management, customer service, or a similar role.
- Previous sign industry experience.
- Experience in construction, manufacturing, fabrication, printing, graphics, or another project-based environment.
- Experience with purchasing, purchase orders, supplier communication, or material coordination.
- Experience reading drawings, specifications, proofs, or technical documentation.
- Familiarity with permits, utility locates, equipment rentals, or construction-related documentation.
- Experience using project management, job tracking, CRM, or ERP software.
- Grant writing, funding application, or government program application experience would be considered an asset.

Compensation & Benefits

- Hourly Wage: $21-$24/hour, based on experience and qualifications.
- Group Benefits Program following the probationary period.
- Profit Sharing & RSP Matching.
- Career development Opportunities.
- Company Events and Team Activities.
- Opportunities for continued training and career growth.

Why Join Signature Sign & Image?

At Signature Sign & Image, you’ll work on a wide variety of custom signage projects and gain exposure to the full project lifecycle, from planning and purchasing through production, installation, and completion.

We’re looking for someone who takes ownership, follows through, communicates well, and wants to grow with the role.

To apply, please email your resume and cover letter to [email protected] with the subject line “Project Administrator Application.”

This job posting will close on October 23, 2026.

Pay: $21.00-$24.00 per hour

Benefits

- Casual dress
- Company events
- On-site parking

Language:
- English (required)

Licence/Certification:
- Class G Licence (preferred)

Location:
- Niagara Falls, ON L2H 1J5 (preferred)

Work Location: In person

📌 Project Administrator (Niagara Falls)
🏢 Signature Sign and Image
📍 Niagara Falls