Office Administrator

Office Administrator & Customer Service Coordinator

Location: 2578 Bristol Circle, Oakville, ON

Job Type: Full-Time, In-Office

Schedule: Monday to Friday, 9:00 AM – 5:00 PM

About the Role

We are looking for a friendly, organized, and dependable Office Administrator & Customer Service Coordinator to support the day-to-day operations of our Oakville office.

This role supports multiple businesses operating from the same location and combines office administration, customer service, scheduling, invoicing, quotations, and general coordination.

You will be communicating with customers, technicians, contractors, and management, while helping ensure inquiries, appointments, quotations, invoices, and follow-ups are handled smoothly.

There is no cold calling involved. However, you should be comfortable speaking with customers, explaining services, following up on quotations, and helping turn incoming inquiries into confirmed bookings.

Responsibilities

• Answer incoming calls and respond to customer inquiries by phone and email.
• Prepare and send invoices, quotations, and estimates.
• Schedule appointments, service calls, inspections, and meetings.
• Coordinate with customers, technicians, contractors, and management.
• Follow up on quotations and outstanding invoices when required.
• Assist with scheduling and basic dispatch coordination.
• Maintain accurate customer, job, invoice, and quotation records.
• Handle data entry, filing, document preparation, and general administrative tasks.
• Respond to incoming leads and explain services to interested customers.
• Follow up with existing customers and leads.
• Assist management with general administrative and operational tasks.

What We’re Looking For

• Previous experience in office administration, customer service, coordination, or a similar role is preferred.
• Strong communication and customer service skills.
• Organized with good attention to detail.
• Comfortable managing multiple responsibilities.
• Comfortable preparing invoices and quotations.
• Familiarity with Microsoft Office, Google Workspace, spreadsheets, and email.
• Reliable, punctual, and able to work independently.
• Experience in HVAC, plumbing, construction, home services, or property-related businesses is an asset but not required.

If you are organized, approachable, and enjoy working in a fast-moving office environment, we’d love to hear from you.