Project Administrator (Toronto)

Signature Site; Vaughan; On-site; CAD 52,000 - 67,000; Full time

Benefits offered by this job

Competitive hourly rate

Extended health and dental benefits

Paid time off

Team events and culture

Job summary

Signature Site in Canada is seeking a Project Administrator / Coordinator to support our expanding field operations from the Toronto office. This hands-on, office-based role puts you on the phone and in our systems, briefing field technicians and coordinating subcontractors to keep jobs running smoothly.

You will work closely with the dispatcher and technical teams to secure resources, communicate with clients, and ensure accurate invoicing, documentation, and records across multiple accounts in

Qualifications

• Minimum 2 years in project coordination or administrative roles, ideally in field service or trades.
• Comfortable making and managing a high volume of phone and email communication with subcontractors, vendors, and clients daily.
• Strong organizational skills with the ability to manage multiple jobs and shifting priorities.
• Proactive communicator who flags issues early and offers solutions.
• Proficient with internal job management and invoicing systems; MS Office.

Responsibilities

• Serve as the central point of contact between field technicians, the dispatcher, and clients — providing clear job briefs, real-time status updates, and proactive issue resolution.
• Coordinate subcontractors and equipment rentals to ensure the right resources are secured and in place for each job.
• Keep commercial clients informed with timely updates on job status — and communicate issues and solutions early, before they become problems.
• Complete job invoices accurately and in a timely manner using our internal system, ensuring all costs and job details are captured correctly.
• Manage work orders, job documentation, and project records accurately across multiple concurrent accounts.
• Coordinate permit applications and support the team with administrative tasks as the business continues to grow.
• Support estimating and quoting processes with coordination insight and accurate job data.

Skills

Project coordination

Communication

Organization

Proactive problem-solving

MS Office

Ownership

Tools

MS Office Suite

Job description

Signature Site is a leading service provider of signage, lighting, electrical and site maintenance solutions to national brands. We operate across Canada through everyday service, urgent 24/7 maintenance and transformative projects in retail, petroleum and other commercial sectors. For over 30 years, we've been helping our clients maintain and transform their stores, offices, warehouses, parking lots and facilities.

As we continue to grow, we are adding a Project Administrator / Coordinator to our Toronto office to support our expanding field operations and client base.

The Role

This is a hands-on, office-based coordination role at the centre of our day-to-day operations. You will be on the phone and in our systems — calling subcontractors, sourcing equipment from rental companies, briefing field technicians, and keeping clients informed every step of the way. You'll work closely with our dispatcher and technical teams to make sure the right people and resources are in place to get jobs done.

This is not a passive desk role. We're looking for someone who takes initiative, communicates proactively when issues arise, and follows through on completing job invoices and documentation accurately and on time. If you thrive in a fast-paced environment where no two days look the same, this role is for you.

Key Responsibilities

• Serve as the central point of contact between field technicians, the dispatcher, and commercial clients — providing clear job briefs, real-time status updates, and proactive issue resolution


• Contact and coordinate subcontractors and equipment rental companies to ensure the right resources are secured and in place for each job


• Keep commercial clients informed with timely updates on job status — and communicate issues and solutions early, before they become problems


• Complete job invoices accurately and in a timely manner using our internal system, ensuring all costs and job details are captured correctly


• Manage work orders, job documentation, and project records accurately across multiple concurrent accounts


• Coordinate permit applications and support the team with administrative tasks as the business continues to grow


• Support estimating and quoting processes with coordination insight and accurate job data

What You Bring

Required

• Minimum 2 years of experience in a project coordination, service coordination, or administrative role — ideally in a field service or trade environment


• Comfortable making and managing a high volume of phone and email communication with subcontractors, vendors, and clients daily


• Strong organizational skills with the ability to manage multiple jobs and shifting priorities without dropping the ball


• Proactive communicator — you flag issues early and come with solutions, not just problems


• Comfortable with internal job management and invoicing systems; intermediate to advanced MS Office proficiency


• Exceptional work ethic — you take ownership of your jobs and don't leave loose ends

Assets / Nice to Have

• Experience in the signage industry — knowledge of sign types, installation processes, and commercial rollout programs is a strong asset


• Background in electrical installation or electrical service coordination — familiarity with how electrical field work is scoped and scheduled


• Experience in carpentry, general contracting, or commercial renovations — an understanding of how trades-based work is managed in the field


• Familiarity with subcontractor coordination and equipment rental processes


• First Aid certification (OFA Level 1 or higher)

What We Offer

• Competitive hourly rate depending on experience


• Extended health and dental benefits


• Paid time off


• Company events and a genuine team culture


• Stable, growing company with a 30-year track record