About Vinyl Labs
Vinyl Labs is one of Canada’s fastest-growing print and fleet graphics management companies specializing in fleet branding, large-scale print production, logistics coordination, and national installation management across Canada and the USA.
We are seeking a proactive and highly organized Project Manager + Front Desk Coordinator who thrives in a fast-paced environment and enjoys managing multiple moving parts at once. This role is a key communication bridge between customers, production, installers, sales reps, and project stakeholders while supporting daily operations and scheduling coordination.
The ideal candidate is detail-oriented, solutions-focused, and confident managing customer communication, invoicing, scheduling, and project logistics while working closely alongside the Operations Manager to keep projects moving efficiently.
Key ResponsibilitiesFront Desk & Customer Coordination
- Greet and assist visitors and clients in a professional and welcoming manner
- Manage incoming calls, emails, and customer inquiries
- Coordinate incoming and outgoing mail, courier pickups, and deliveries
- Maintain cleanliness and presentation of the front desk and customer-facing areas
- Provide ongoing project updates and communication to customers and stakeholders
Project Coordination & Scheduling
- Act as a communication bridge between customers, production, installers, sales reps, and stakeholders
- Work closely alongside the Operations Manager to support daily workflow and project execution
- Coordinate installation schedules for both in-house teams and contractors
- Manage a team schedule of 6 installers while helping maintain production pace and install timelines
- Handle scheduling changes, rescheduling, and daily coordination of active projects
- Monitor project timelines, shipping schedules, and install readiness
- Ensure all required proofs, materials, and documentation are ready before installation
- Update Trello boards, calendars, and internal tracking systems accurately
- Help identify scheduling conflicts or bottlenecks before they impact production or installs
Invoicing & Accounts Coordination
- Prepare and send customer invoices promptly
- Track outstanding payments and follow up on overdue accounts
- Process incoming payments and maintain organized records
- Work closely with accounting to resolve invoice discrepancies
- Assist with monthly reporting and administrative coordination
- Experience with Zoho Books and invoicing/accounting software is considered a strong asset
Qualifications
- Strong organizational and multitasking abilities
- High attention to detail
- Excellent verbal and written communication skills
- Ability to prioritize tasks and work efficiently under pressure
- Strong problem-solving mindset and adaptability
- Comfortable working across multiple departments and project types
- Experience in scheduling, logistics, project coordination, or administration is preferred
- Experience with Google Workspace, Trello, and Zoho Books is considered an asset
Work Environment & Perks
- Growth and advancement opportunities
- Casual and team-oriented workplace
- Fast-paced and collaborative environment
- Company events and social outings
- Opportunity to work with large national brands and exciting fleet projects
About Our Culture
At Vinyl Labs, we believe in building people and building brands. We operate in a fast-paced, solutions-driven environment where teamwork, accountability, and communication are essential to success. We are looking for individuals who are proactive, adaptable, and motivated to grow alongside a rapidly scaling company.
Our team works collaboratively across departments to deliver high-quality projects for some of North America’s leading brands. We value people who take ownership, stay organized under pressure, and are committed to creating a positive experience for both clients and teammates.
Our ValuesWe Find Solutions
We are solutions-focused. When challenges arise, we stay resourceful, adaptable, and committed to finding a way forward. We approach problems with creativity, urgency, and a team-first mindset.
Own the Outcome
We are outcome-focused, not just task-focused. We take responsibility for our work, support one another, and work together to deliver successful results for our clients and team.
Build the Legacy
We believe in creating opportunities, building strong relationships, and making a lasting impact through the work we do. Our goal is to grow people and brands in a way that extends beyond Vinyl Labs.
Pay: $50,000.00-$70,000.00 per year
Benefits:
- Casual dress
- Company events
- On-site parking
- Paid time off
Work Location: In person
