Join a small team where your work truly makes a difference.
For nearly 40 years, SignMakers has specialized in architectural signage for retirement homes and long-term care communities across Canada. From resident room signs to complete wayfinding systems, our work helps residents, families and staff navigate their environments safely and confidently.
We're a small but growing company, and every member of our team plays an important role in our success. We believe in taking pride in our work, supporting one another, continuously improving our processes, and building long-term relationships with both our customers and our employees.
We're looking for someone who wants more than just an administrative job. We want someone who enjoys being part of a close-knit team, takes ownership of their work, and is excited to grow alongside our company.
About the Role
As our Office Administrator / Administrative & Sales Coordinator, you'll help keep our office running smoothly while supporting our customers, sales process and day-to-day operations.
No two days are exactly alike. You'll be communicating with customers, preparing quotes and invoices, maintaining accurate records, and helping to ensure projects move through the office efficiently.
Because we're a small business, everyone contributes wherever needed. We value people who enjoy working as part of a team, look for ways to improve processes, and aren't afraid to roll up their sleeves to help when needed.
Responsibilities
- Answer incoming phone calls and emails professionally, courteously and promptly.
- Receive and process customer phone and email orders.
- Respond thoughtfully to customer inquiries, ensuring requests are fully understood and addressed before replying.
- Prepare standard quotations for customers.
- Prepare accurate customer invoices, ensuring quantities, pricing, shipping charges and other billable items are complete before issuing.
- Select and quote appropriate shipping options.
- Follow up on outstanding quotations.
- Maintain accurate customer information and opportunities within our CRM system (Insightly).
- File and maintain organized records and documentation.
- Provide administrative and sales support to the team.
- Assist with shipping, packing orders, light production support, and maintaining a clean and organized office when required.
- Contribute ideas that improve efficiency, customer service and day-to-day operations.
What We're Looking For
The ideal candidate is someone who:
- Takes genuine pride in producing accurate, high-quality work.
- Reads emails carefully and responds thoughtfully rather than rushing through tasks.
- Notices details that others might miss.
- Double-checks their work before sending invoices, quotes or customer communications.
- Enjoys solving problems and finding better ways of doing things.
- Is dependable, organized and able to manage multiple priorities.
- Communicates professionally and confidently with customers and coworkers.
- Is comfortable asking questions when something isn't clear instead of making assumptions.
- Enjoys working in a collaborative environment where everyone contributes to the success of the business.
- Is looking for a long-term opportunity to grow with a company.
Qualifications
- Experience in an administrative, customer service or office support role.
- Comfortable using Microsoft Outlook, Excel and QuickBooks (or similar accounting software).
- Strong computer and data entry skills.
- Excellent written and verbal communication.
- Strong organizational and time management skills.
- Experience using CRM software is considered an asset.
- Experience preparing invoices and quotations is considered an asset.
Why Join SignMakers?
- Become part of a supportive, friendly and collaborative team.
- Work for a well-established Canadian company with nearly 40 years of experience.
- Enjoy a position where your ideas and contributions genuinely matter.
- Learn new skills and gain experience in multiple aspects of the business.
- Be part of a growing company where there is opportunity to develop your role over time.
If you're someone who enjoys doing things right the first time, takes ownership of your work, and wants to build a long-term career with a company that values quality and teamwork, we'd love to hear from you.
Job Types: Full-time, Permanent
Pay: $20.00 per hour
Benefits:
- Casual dress
- Flexible schedule
- On-site parking
- Paid time off
Flexible language requirement:
Application question(s):
- Do you have excellent communication skills in English (written and verbal)?
Education:
- Secondary School (preferred)
Work Location: In person
