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Added 11 mins ago
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Added 2 hours ago
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Open Door Media CA

Admin Assistant / Front Desk Coordinator (Full-Time)

Kingston, ON, Canada

$22 to $23 CAD / hour · Full-time

Apply About employer

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Job details

Pay: $22 to $23 CAD / hour
Job type: Full-time
Apply by: Dec 6, 2026
Posting language: English
Posted: Nov 6, 2026

Original job description

Location

SafeStep Building Treatments Inc

In Office

744 Baker Crescent

Kingston, Ontario

Company Overview

Since 1995, SafeStep Building Treatments Inc. has been an innovative leader in basement waterproofing, water control systems, concrete repairs, and concrete raising.

We serve residential, commercial, and industrial customers throughout the Kingston region and pride ourselves on delivering reliable solutions and exceptional customer service.

As the first point of contact for many of our customers, the Front Desk Coordinator plays a critical role in ensuring every client has a professional, helpful, and positive experience with our company.

Position Summary

The Admin Assistant / Front Desk Coordinator is the first voice and face customers encounter when interacting with SafeStep.

This role manages daily front office operations including answering phones, responding to emails, greeting visitors, scheduling jobs, and supporting bookkeeping functions.

In addition to administrative responsibilities, this role also plays an important part in initial customer engagement and sales support -- helping qualify inquiries, understanding customer needs, and ensuring potential clients are properly guided through the first steps of working with SafeStep.

The ideal candidate is organized, professional, friendly, and confident speaking with customers while keeping operations running smoothly behind the scenes.

Key Responsibilities

Front Desk & Customer Experience

Answer incoming phone calls and direct them appropriately
Respond promptly and professionally to customer emails and online inquiries
Greet customers and visitors arriving at the office
Create a welcoming and professional first impression for all clients
Provide basic information about SafeStep services and solutions
Ensure all customer interactions are handled with professionalism and care

Scheduling & Operations Support

Schedule inspections, estimates, and job appointments
Coordinate scheduling between customers and field staff
Maintain accurate scheduling calendars
Update customer information and job details in company systems
Assist with job documentation and internal communications

Customer Inquiry & First-Level Sales Support

Speak with potential customers to understand their needs and concerns
Ask key qualifying questions when customers call or email about services
Clearly explain next steps in the service process (inspection, quote, scheduling)
Capture and organize new customer inquiries and leads
Help move potential customers from inquiry to scheduled consultation
Maintain a positive and helpful tone that builds trust with customers
Identify urgent service needs and escalate when required

Administrative & Data Management

Perform data entry and maintain accurate customer records
Organize and maintain digital and physical files
Support internal reporting and documentation
Assist management with administrative tasks as needed

Accounting Support

Assist with accounts receivable and accounts payable
Enter invoices and payments into QuickBooks Online
Support bookkeeping processes and maintain organized financial records
Assist with billing and payment follow-ups when required

Qualifications

Excellent communication and interpersonal skills
Friendly and professional phone presence
Strong organizational and time management skills
Ability to multitask and manage multiple priorities
High attention to detail and accuracy
Strong customer service mindset
Comfortable speaking with customers and guiding conversations
Ability to work independently and take initiative
Construction or home services industry experience considered an asset

Technical Skills

QuickBooks Online
Microsoft Office (Word, Excel, Outlook)
Email and calendar management systems
Basic CRM or scheduling software experience preferred

Key Competencies

Professional communication
Customer-first mindset
Problem solving
Organization and time management
Attention to detail
Confidentiality and integrity
Reliability and accountability

Hours

Full-Time

Apply About employer

More about this job

Responsibilities

Manage front desk operations by answering calls and emails, greeting visitors, scheduling appointments, maintaining customer records, and supporting internal documentation. Qualify customer inquiries, guide prospective clients toward consultations, escalate urgent needs, and assist with bookkeeping, billing, and payment follow-ups.

Requirements

The role requires strong communication and interpersonal skills, a professional and friendly phone presence, organization, time management, accuracy, and the ability to manage multiple priorities independently. Familiarity with QuickBooks Online, Microsoft Office, email and calendar systems, and basic CRM or scheduling software is relevant; construction or home services experience is an asset.

Skills

Customer Service
Professional Communication
Phone and Email Communication
Scheduling
Organization
Time Management
Multitasking
Attention to Detail
Data Entry
Lead Qualification
Accounts Receivable
Accounts Payable
QuickBooks Online
Microsoft Office
Confidentiality

Visa sponsorship

Not detected in the job text

Keywords

Front Desk Operations
Customer Service
Phone Communication
Email Management
Appointment Scheduling
Field Staff Coordination
Customer Records
Data Entry
Lead Qualification
Customer Inquiries
Sales Support
Accounts Receivable
Accounts Payable
Bookkeeping
QuickBooks Online
Microsoft Office
Word
Excel
Outlook
CRM Software
Scheduling Software
Billing
Payment Follow-Ups
Construction
Home Services
Confidentiality

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