Office Administrator

Job summary

Handle customer inquiries, prepare invoices and quotations, schedule appointments and service calls, and coordinate with customers, technicians, contractors, and management. Maintain accurate records, follow up on quotations and invoices, support basic dispatch, and assist with general administrative and operational tasks.

Job details

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.

What you’ll do

Handle customer inquiries, prepare invoices and quotations, schedule appointments and service calls, and coordinate with customers, technicians, contractors, and management. Maintain accurate records, follow up on quotations and invoices, support basic dispatch, and assist with general administrative and operational tasks.

Requirements

Previous experience in office administration, customer service, coordination, or a similar role is preferred, along with strong communication skills, organization, attention to detail, and the ability to manage multiple responsibilities independently. Candidates should be comfortable preparing invoices and quotations and familiar with Microsoft Office, Google Workspace, spreadsheets, and email; experience in home services or related industries is an asset but not required.

Listed skills

• Customer service · Preferred
• Organization · Preferred
• Google Workspace · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• scheduling · Preferred
• invoicing · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Administration
• Customer Service
• Communication
• Scheduling
• Appointment Coordination
• Invoicing
• Quotation Preparation
• Dispatch Coordination
• Data Entry
• Recordkeeping
• Microsoft Office
• Google Workspace
• Spreadsheet Management
• Email Communication
• Follow-Up
• Organization

Job areas

• Administrative
• Customer Service & Support