Tops Lighting is looking for an organized, proactive and detail-oriented Project Coordinator to join our team.

In this role, you'll help keep our signage and lighting projects moving smoothly from the time an order is confirmed through to installation and completion. You'll work closely with our sales, design, production and installation teams, along with customers, suppliers and subcontractors, to make sure everyone has the information and resources they need to get the job done.

We're looking for someone who enjoys coordinating multiple moving pieces, solving problems and keeping things on track. You don't necessarily need to come from the signage industry, but experience in construction, electrical, lighting or another project-based trades environment would be an asset.

Key Responsibilities

Project Coordination & Scheduling

- Coordinate projects from confirmed sale through production, installation and close-out.
- Maintain project schedules, track milestones and follow up on outstanding tasks.
- Coordinate site surveys, measurements, drawings, approvals, permits and installation requirements.
- Work with internal teams to confirm project readiness and installation timelines.
- Identify potential delays, scheduling conflicts or other issues and communicate them proactively.
- Maintain accurate project records, schedules and status updates.

Installation & Operations Support

- Coordinate installation schedules with field crews, subcontractors and customers.
- Confirm site access, equipment rentals, lifts, materials and other installation requirements.
- Ensure necessary drawings, permits, approvals and job information are available before work begins.
- Communicate scheduling changes and installation updates to the appropriate teams.
- Track installation progress and follow up on deficiencies or outstanding work.
- Escalate technical, safety or operational concerns to the appropriate manager.

Customer Communication

- Serve as a key point of contact for customers regarding project schedules, updates and coordination.




- Follow up on outstanding customer approvals, documentation and project requirements.
- Communicate changes, delays or issues in a timely and professional manner.
- Work with the team to resolve customer concerns and support a positive customer experience.

Supplier & Subcontractor Coordination

- Coordinate material orders, deliveries and supplier timelines.
- Follow up with vendors to ensure materials arrive when needed.
- Assist with scheduling subcontractors and confirming work requirements.
- Track outstanding purchases, deliveries and project-related documentation.

Project Administration & Close-Out

- Maintain organized project files, including drawings, permits, approvals, correspondence and installation records.
- Document project changes and coordinate change-order approvals with the appropriate manager.
- Track project-related costs and flag potential budget concerns.
- Coordinate completion documentation, deficiency follow-up and project close-out.
- Ensure accounting receives the necessary information for timely and accurate invoicing.
- Identify opportunities to improve project coordination, communication and workflow efficiency.

Qualifications & Experience

What We're Looking For

- Previous experience in project coordination, scheduling, operations coordination or a similar role.
- Experience in construction, electrical contracting, signage, lighting, manufacturing or another trades-related environment is an asset.
- Strong organizational skills with the ability to manage multiple projects and competing deadlines.
- Excellent written and verbal communication skills.
- Strong attention to detail and follow-through.
- Comfortable working with customers, tradespeople,



suppliers and internal teams.
- Proficiency with Microsoft Office, particularly Outlook and Excel.
- Experience using project management, scheduling or job-tracking software is an asset.
- Ability to read or interpret technical drawings, specifications and installation instructions is an asset.
- Understanding of permitting and construction processes is an asset.

Personal Attributes

- Proactive and resourceful — you don't wait to be told what needs following up.
- Organized and detail-oriented.
- Comfortable asking questions and holding people accountable to timelines.
- Calm under pressure and able to adapt when priorities change.
- A team player who enjoys working with different personalities and departments.
- Customer-focused with a practical, solutions-oriented approach.
- Willing to learn the signage and lighting industry.

What Success Looks Like

A successful Project Coordinator will help Tops Lighting achieve:

- Projects progressing through each stage with fewer delays and missed details.
- Improved communication between sales, production, installation and customers.
- Installation crews arriving on-site with the necessary information, materials and equipment.
- Better visibility into project status, outstanding tasks and upcoming deadlines.
- Reduced administrative and scheduling demands on management.
- Timely project close-out and invoicing.
- A more organized and consistent project workflow.

Working Conditions

- Primarily office-based in Vancouver, with occasional site visits as required.
- Regular communication with installation crews, suppliers, subcontractors and customers.
- Ability to manage multiple active projects in a fast-paced setting.
- Occasional schedule flexibility may be required to accommodate installation activities.

Pay: Up to $32.00 per hour

Expected hours: 40.0 per week

Benefits:

- Casual dress
- Company events
- Dental care
- Extended health care
- In office parking
- Paid time off

Work Location: In person

📌 Project Coordinator (Vancouver)
🏢 Refoca H.R. Services
📍 Vancouver