office administrator
About the company
C2K Canada is a Kitchen Cabinet Manufacturing company serving high-rise, commercial, residential, and multi-family projects across the Greater Toronto Area. We take pride in delivering quality workmanship, maintaining strong client relationships.
Your tasks
About the Role We are looking for a motivated, detail-oriented Office Administrator to join our growing team. You will play a key role in coordinating office operations, communicating with clients and vendors, scheduling installers, and supporting project administration. From managing incoming calls to preparing quotes and processing invoices, you will help ensure that our projects and office workflows run smoothly from start to finish.
Scheduling, Coordination & Customer Service
- Answer and manage incoming phone calls, emails, and customer service requests professionally.
- Schedule installers, coordinate site visits, and organize service calls, measurements, and project appointments.
- Record customer requirements and ensure accurate communication of project details to the appropriate team members.
- Monitor ongoing jobs and provide clients with updates regarding scheduling, delivery timelines, site access, and follow-ups.
Office Administration & Documentation
- Maintain organized digital and physical records, including purchase orders, work orders, quotes, invoices, permits, safety documents, and client files.
- Follow up with clients, suppliers, and internal team members to obtain missing information and documentation.
- Manage office supplies and assist with vendor onboarding and certificates of insurance.
- Ensure project paperwork is accurate, complete, and readily accessible.
Quoting, Invoicing & Bookkeeping Support
- Prepare and format quotations and estimates using project scopes, measurements, and technical notes.
- Prepare and issue customer invoices with supporting documentation, including photographs, signatures, and labour or material breakdowns.
- match invoices with purchase orders, and assist with job cost tracking.
- Prepare routine reports on open work orders, job status.
What Success Looks Like in This Role:
- Calls, emails, and customer requests are handled promptly and professionally.
- Installers are scheduled efficiently with clear job notes and site information.
- Quotes and estimates are prepared and sent within 24?48 hours.
- Project files and records are accurate, complete, and well organized.
Requirements
The ideal candidate is organized, proactive, comfortable multitasking, and able to work in a fast-paced construction and millwork environment.
Qualifications & Experience
- Experience: Minimum of 2 years of experience in office administration, office coordination, service administration.
- Industry Knowledge: Experience in construction, custom millwork, manufacturing, facilities management, or the building trades is a strong asset.
- Tech Skills: Proficiency in Microsoft Office or Google Workspace (Email, Word, Excel). Familiarity with QuickBooks Online.
- Soft Skills: Strong organizational skills, exceptional attention to detail, and a professional telephone manner.
- Work Style: Ability to prioritize tasks, manage deadlines, and handle multiple responsibilities in a fast-paced environment.
What we offer
Pay: $21.50-$24.50 per hour
- Dental care
- Extended health care
- Life insurance
- Paid time off
Other
Expected hours: 40.0 per week
Work Location: In person