Project Designer and Administrator

Job Description

Modulex Ontario is seeking an energetic and highly organized Project Designer and Administrator for a 1 year contract role due to a maternity leave. The successful candidate will work independently and as part of a team. S/he will be responsible for client and project processing, from start to finish; account setup, quotes, invoices, correspondence, RFP review and bid packages, along with administrative duties for the office. Flexible part-time and/or full-time opportunity.

Duties + Responsibilities:
  • Assist team with Design, Planning, Project Coordination/Management
  • Maintain, Process and Manage Filemaker for quotes, invoices, schedule and assist M.D. with weekly projections.
  • Check and match invoices and purchase orders and file keeping.
  • Provide support to Managing Director as required, including project management support, proofreading documents, and internet research;
  • Coordinate and support administrative functions on large projects, including meeting minutes, file organization, presentations, supplier sourcing, estimating and budget documentation;
  • Respond to requests from clients and assist sales, PM’s and managing director with coordination and communication.
  • Develop schedules to meet project deliverables and oversee supplier contracts.
  • Manage clients and design support by providing deadlines for drawing, nomenclature, budget and project approvals;
  • Schedule suppliers, production and installation requirements to meet client & internal deadlines.
  • Report on project status and keep internal management and clients up to date with project progress;
  • Manage/record time and billing on projects, check all project documentation for accuracy.
  • Office and kitchen supplies as well as general office operations.
  • Exceptional organizational, administrative and project management skills.
  • Must be proficient with Filemaker, Microsoft Office 365 and Mac OS.
  • Have an understanding and experience working with architectural plans and drawing packages.
  • Adobe suite; Illustrator and InDesign experience is a big asset.
  • Excellent communication skills: verbal (in person and telephone) and written.
  • Ability to clearly communicate ideas both verbally and in writing.
  • Extreme attention to detail, while working efficiently and maintaining a schedule.
  • Ability to manage concurrent deadlines and work under pressure.
Preference will be given to individuals who:
  • Have an understanding of signage industry materials, finishes and fabrication techniques.
  • Have Filemaker and Adobe Creative Suite experience.
  • Financial and Book Keeping background an asset.

Hourly rate to be negotiated, dependent upon experience.

Job Location

To apply, email your cover letter and resume to

Please include the position in the subject line.