Customer Service & Operations Coordinator

ABOUT US

FASTSIGNS of Toronto (Victoria Park & Sheppard Ave) is a custom signage and visual communications company serving businesses across the Greater Toronto Area. We specialize in a wide range of signage solutions, including exterior and interior signs, window graphics, dimensional lettering, illuminated signage, and more.

We're looking for a friendly, organized, and detail-oriented Customer Service & Operations Coordinator to join our team. This position plays an important role in managing customer inquiries, processing orders, coordinating projects, and ensuring our daily operations run smoothly.

We're looking for someone who is proactive, dependable, and comfortable handling multiple tasks in a fast-paced environment.

KEY RESPONSIBILITIES

Customer Service & Order Processing

• Respond promptly and professionally to incoming customer emails, phone calls, and inquiries.
• Assist customers with signage inquiries, product options, pricing, and order details.
• Prepare and send estimates based on customer requirements.
• Follow up on outstanding estimates and assist customers in moving forward with their orders.
• Process customer orders accurately and ensure all necessary information is collected.
• Coordinate artwork proofs and obtain customer approvals before production.
• Maintain positive customer relationships and provide excellent service throughout the ordering process.

Project Coordination & Operations

• Manage orders from initial inquiry through production, installation, and completion.
• Communicate with the production and installation teams to ensure projects stay on schedule.
• Monitor outstanding orders, deadlines, and customer approvals.
• Provide customers with order updates and expected completion dates.
• Maintain accurate customer records, order notes, and project details.
• Identify potential delays or issues and proactively follow up to keep projects moving.

Administrative & Accounting Support

• Assist with invoicing, payment processing, and outstanding payment follow-ups.
• Perform basic bookkeeping tasks, including transaction posting and QuickBooks matching.
• Maintain organized records and documentation.
• Assist with general office administration and day-to-day operations.

Qualifications

• Previous experience in customer service, administration, order processing, or project coordination.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask, prioritize tasks, and meet deadlines.
• Comfortable working independently and taking initiative.
• Proficient with email, Microsoft Office, and general computer applications.
• Experience with QuickBooks is an asset.
• Experience in the signage, printing, or related industry is an asset but not required.

WHAT WE'RE LOOKING FOR

The ideal candidate is someone who:

• Is highly organized: Able to manage multiple customer inquiries, estimates, and orders without losing track of details.
• Takes initiative: Proactively follows up on tasks, customers, and outstanding orders without constant reminders.
• Has strong attention to detail: Ensures orders, estimates, and customer information are accurate.
• Communicates effectively: Keeps customers and team members informed throughout each project.
• Is customer-focused: Enjoys helping customers and providing a positive experience.
• Is dependable and accountable: Takes ownership of responsibilities and consistently follows through.
• Is a quick learner: Willing to learn about signage products, materials, and production processes.

WHAT WE OFFER

• Competitive salary based on experience
• Full-time, stable employment.
• Training on our products, systems, and processes.
• A collaborative and supportive team environment.
• Opportunities to grow and take on additional responsibilities.

We're looking for someone who is organized, motivated, and takes pride in delivering excellent customer service while keeping daily operations running smoothly.

BENEFITS

• Casual dress
• Dental care
• Paid time off
• Profit sharing
• Vision care