Office Coordinator

Location: Sunderland, ON

Requirements: Applicants must have reliable transportation and reside within 75 minutes of our office location.

Department: Administration
Reports To: Director of Operations

Position Overview

Alpha Omega Signs Inc. is seeking an organized, proactive, and tech-savvy Office Coordinator to support the day-to-day operations of our growing sign and marketing company. This position plays a key role in administration, project coordination, customer communications, social media management, and office organization.

The ideal candidate is highly organized, detail-oriented, comfortable working with multiple software platforms and mobile applications, and capable of managing several tasks simultaneously in a fast-paced environment. Experience in graphic design, marketing, or branding is considered a strong asset.

QualificationsEducation

- High School Diploma or equivalent required.
- Diploma or Degree in Business Administration, Marketing, Communications, Graphic Design, or a related field is considered an asset.

Experience

- Minimum 2 years experience in an administrative, office coordinator, executive assistant, project coordinator, or similar role.
- Experience managing schedules, customer communications, and office administration.
- Experience with social media platforms and digital marketing is preferred.
- Experience within construction, signage, marketing, print, manufacturing, or service industries is an asset.

Skills & AbilitiesAdministrative & Organizational Skills

- Exceptional organizational and time-management abilities.
- Ability to prioritize multiple projects and meet deadlines.
- Strong attention to detail and accuracy.
- Ability to work independently while supporting multiple team members.
- Professional verbal and written communication skills.

Technology & Software Skills

- Advanced proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
- Experience using project management software such as Monday.com or similar platforms.
- Strong understanding of modern office technology, cloud-based systems, and mobile applications.
- Ability to learn and implement new software and digital tools quickly.
- Familiarity with AI-assisted productivity tools, online collaboration platforms, and digital workflow systems is considered an asset.

Marketing & Social Media Skills

- Experience managing company social media accounts including Facebook, Instagram, LinkedIn, and Google Business Profiles.
- Ability to create,



schedule, and monitor social media content.
- Basic understanding of digital marketing, branding, and audience engagement.
- Ability to assist with company promotions, online presence, and marketing initiatives.

Design Skills (Asset)

Experience with any of the following is considered a strong asset:

- Adobe Illustrator
- Adobe Photoshop
- Adobe InDesign
- Canva
- Other graphic design or content creation software

Candidates with experience preparing marketing materials, social media graphics, signage layouts, promotional materials, or branded content will be given preference.

Personal Attributes

- Reliable and punctual with strong attendance.
- Positive attitude and strong work ethic.
- Self-motivated and proactive.
- Takes initiative and solves problems before they become issues.
- Strong customer service mindset.
- Maintains confidentiality and professionalism.
- Comfortable working in a fast-paced, entrepreneurial environment.
- Team-oriented and willing to assist wherever needed.

Roles & ResponsibilitiesOffice Administration

- Provide administrative support to management and various departments.
- Perform general office duties including filing, scanning, photocopying, data entry, and document management.
- Answer phones, respond to inquiries, direct calls, and manage incoming correspondence.
- Maintain organized digital and physical filing systems.
- Proofread and edit outgoing communications.
- Coordinate meetings and record meeting minutes.
- Monitor and manage calendars, appointments, and reminders.
- Maintain and organize office records and company documentation.
- Handle legal and administrative correspondence, including Small Claims matters when required.

Social Media & Marketing

- Manage and maintain company social media platforms.
- Create and schedule social media posts highlighting projects, installations, company updates, and promotions.
- Assist with maintaining the company's online presence and marketing initiatives.
- Coordinate content collection from project sites and office staff.
- Monitor engagement and provide periodic reporting on social media activity.




- Assist with email marketing and customer communication campaigns.

Billboard Program Management

- Prepare billboard contracts and supporting documentation.
- Coordinate client communications regarding billboard campaigns.
- Prospect and follow up with potential billboard customers.
- Maintain accurate records within Monday.com.
- Track project progress and reporting.

A-Frame Program Management

- Prepare client contracts and files.
- Maintain accurate and up-to-date records in Monday.com.
- Generate weekly activity and performance reports.
- Coordinate and manage delivery drivers.
- Create route maps and delivery schedules.
- Track installations and removals.

Project Coordination

- Create work order packages for production and installation teams.
- Coordinate material orders and project documentation.
- Maintain accurate job data within Monday.com.
- Assist with scheduling installations and service calls.
- Prepare job folders, route packages, and supporting documents for field crews.
- Assist with project follow-ups and customer communications.

Vehicles & Equipment Administration

- Coordinate with insurance providers to add or remove vehicles, equipment, and employees from company policies.
- Obtain Certificates of Liability for clients as requested.
- Maintain records of insurance certificates, CVOR documentation, registrations, and fleet records.
- Track licensing, inspections, maintenance schedules, and renewals for company vehicles and trailers.
- Assist with fuel tracking, monitoring, and reporting.
- Maintain accurate fleet-related compliance documentation.

Preferred Candidate

The ideal candidate combines strong administrative skills with modern technology knowledge, social media experience, and a willingness to learn. Previous experience in signage, construction, marketing, design, print production, or project coordination will be considered a significant advantage. Experience using Monday.com, Adobe Creative Suite, Canva, ChatGPT/Copilot, and social media management tools is highly desirable.

Job Types: Full time, Permanent

Pay: $18.00-$23.00 per hour

Expected hours: 30.0 – 40.0 per week

Benefits:

- Dental care
- Extended health care
- In office parking
- Paid time off
- Vision care

Education:

- DCS / DEC (preferred)

Experience:

- administrative assistant: 2 years (preferred)

Licence/Certification:

- G Drivers Licence (preferred)

Work Location: In person

📌 Office Coordinator Assistant (Sunderland)
🏢 Alpha Omega Signs
📍 Sunderland