Job Description

Job purpose

This role contributes to the success of Zip Signs by delivering a unified implementation of our client's new branding across Canada. The Agent Coordinator bridges the gap between the Sales/PM team and the Agent(s) who fabricate and install on our behalf. The mission is to ensure clear, concise, and efficient coordination of all project information, working in close partnership with internal peers and external Agent(s)/vendor(s).

Success is defined as completing sign installations on time, within budget, according to the Design Drawings as created by our internal Design team.

Duties and responsibilities:

Project Development

Serve as the primary point of contact between Zip Signs and Agents within a designated geographic area, overseeing various tasks including surveys, service calls, fabrication, and installations. Lead the execution of all orders, ensuring clear communication of strategies from Zip Signs' internal teams to agents and external subcontractors. Review site-specific surveys and design drawings to assess the scope of each location, ensuring familiarity with all internal fabrication and installation SOPs for effective Agent communication. Foster and maintain relationships both internally and externally, promoting collaboration and driving continuous improvement in subcontracted scopes of work. Collaborate with Zip Signs' internal Permit team to ensure accurate permit information is reviewed and distributed to Agents for their respective locations. Proactively address issues raised by Agents, documenting information and discussing solutions with internal teams (Director of Operations, Scheduler, Design and Sales Team). Coordinate deficiency scopes of work with Agents, ensuring timely completion. Communicate the delivery of signage fabricated at Zip Signs' facility to Agents for installation, working directly with our Logistics Supervisor. Ensure Agents' crews are up to date with background checks for all bank work, collaborating with Accounts Payable referencing the Install and Vendor tracker. Continually review and onboard new Agents, ensuring national coverage for all services. Support for other Agent Coordinators, covering areas of responsibility during absences. Participate in an emergency phone rotation, shared among designated team members. The on-call responsibility involves responding to urgent calls after hours or on weekends, based on a rotating schedule.

Communication

Request, collect, and document key scheduling information from Agents for all projects. Provide clear and timely communication to the Sales Team, Project Managers, and Coordinators regarding any project changes, articulating the next steps. Develop innovative fabrication, installation, and service solutions to adapt to changing timelines, project demands, and workload requirements while ensuring operational efficiency.

Documentation

Create and update Purchase Orders (POs) in Navision, for all survey, service, fabrication and installation projects and receiving them per approved project amounts. Manage regional tracker, ensuring all relevant information is readily available. Ensure agents receive all necessary documentation for each project (POs, drawings, permits, engineering, etc.). Review and submit all required closure documentation (photos, quality sheets, hazard forms) to the Scheduler for invoicing and Sales for notification to the Client. Manage deficiency-related information from Agents, coordinating Change Order Forms to support informed decision-making by the Sales Team regarding costs and next steps. Complete all close-out procedures promptly, ensuring accurate and timely invoicing to Clients, including but not limited to: Reviewing and approving fabrication, installation, service, and survey photos to ensure adherence to Client specifications. Reviewing and approving Agent invoices, minimizing extras. Ensuring all Quality Sheets, Hazard Forms, and engineering forms are complete. Verifying that all required permit information and inspections are completed.

Qualifications:

College or University education in a related field is an asset. Excellent written and verbal communication skills (French is an asset). Ability to multi-task while meeting strict deadlines. Analytical skills, attention to detail and ability to execute multiple locations. Superior computer skills with Microsoft Office and SharePoint platform. Strong problem-solving capabilities, applying logic to daily tasks.

Working conditions:

Environment is fast paced with many interruptions during the day as the position is located in the Production department.

Seeking a self-directed, resourceful, and proactive individual.

Compensation:

Competitive compensation package.

Job Type: Full-time

Pay: From $55,000.00 per year

Additional pay:

Bonus pay
Benefits:

Company events Dental care Extended health care Life insurance Paid time off Tuition reimbursement Vision care
Schedule:

8 hour shift
Ability to commute/relocate:

Burlington, ON: reliably commute or plan to relocate before starting work (preferred)
Education:

Secondary School (preferred)
Experience:

coordinating : 1 year (preferred)
Work Location: In person