Project Manager

About Us

Vinyl Labs is one of Canada's fastest growing print and fleet graphics management companies. We are seeking a proactive Customer & Accounts Assistant who thrives in a fast-paced environment, brings strong organizational skills, and values clear communication. In this role, you will be the first point of contact for clients while ensuring accuracy in accounts receivable and smooth coordination of project logistics.

Vinyl Labs is looking for an individual who is eager to find solutions and bridge clear communication with customer to our internal team.

Ready to join a team that values professionalism, problem solving, innovation, and customer experience? We're looking for a Project Manager who demonstrates the following qualities:

• proactive time management
• extremely high attention to detail
• able to manage outgoing invoices and payments
• excellent communication skills
• the ability to receive feedback and to pivot processes to ensure smooth workflow
• able to monitor the workflow of multiple projects and invoices
• able to work in a fast paced environment
• able to keep track of multiple job types of local projects

Our work environment includes:

• Company perks
• Regular social events
• Casual work attire
• Lively work atmosphere
• Growth opportunities
• Operating in an inclusive environment

Key Responsibilities:

1. Front-of-House Coordination

• Greet and direct visitors and clients in a professional, welcoming manner
• Maintain the cleanliness and presentation of the front desk and customer-facing areas
• Manage incoming calls, emails, and inbound inquiries
• Handle incoming and outgoing mail and delegate to appropriate team members
• Assist with coordinating drop-offs/pick-ups for local businesses

2. Invoicing & Accounts Receivable

• Prepare and send customer invoices promptly
• Track outstanding payments and follow up on all overdue accounts
• Process incoming payments and update records in accounting software
• Work closely with back end accounting team to resolve any invoice discrepancies
• Report status updates on customer payments to rest of the team
• Work with the management team and accounting team to ensure accurate monthly reporting

3. Project Managing

• Coordinate with internal teams to track project milestones and timelines
• Maintain understanding of job status
• Diligently track project details from drop off to pickup
• Support sales team by providing administrative updates and client communications including mock ups, logistic details
• Help flag potential project delays or changes to the team in a timely manner
• Manage customer expectations

4. Client Communication

• Serve as a primary point of contact for day-to-day client questions and updates, in person and inquiries over the phone and email
• Communicate project statuses, timelines, and billing information clearly and professionally
• Handle escalations or service issues with a calm and proactive solutions-focused approach
• Ensure all communications align with Vinyl Labs' customer service standards and values

Hard Skills

• Proficiency with office and basic accounting softwares
• Strong written and verbal communication skills
• Basic understanding of invoicing, payment tracking, and financial record-keeping
• Detail oriented in all aspects of life
• Experience in managing various sized projects

Soft Skills

• Professional, friendly, and confident demeanour
• Strong sense of accountability and follow-through
• Friendly, welcoming, eager to provide the best possible service
• Ability to manage multiple tasks in a fast-paced environment
• Comfortable interacting with both clients and internal team members
• Adaptable and solutions-oriented when challenges arise

Work Hours

Full-Time | In Person at Surrey, BC location | Monday – Friday

Working Hours: 8:00 a.m to 4:30 p.m

Job Types: Full-time, Permanent

Pay: $40,000.00-$80,000.00 per year

Benefits:

• Dental care
• Extended health care
• Paid time off

Education:

• Secondary School (preferred)

Experience:

• Administrative: 2 years (preferred)

Work Location: In person