office administrator
About the company
Polar Electric is looking for a dependable, proactive Office Administrator to support our customers, field team, and daily operations.
Our mission is to restore people?s faith in contractors. That means answering inquiries promptly, following through on commitments, keeping customers informed, and making sure details don?t fall through the cracks.
Our core values Our values guide how we work, communicate, and treat people every day.
Ownership We take responsibility, set the example, and help others succeed. You notice what needs doing, take initiative, and follow through. When something goes wrong, you own your part and help fix it.
Determined We bring energy, pride, and persistence to everything we do. You stay focused through busy days, work through challenges, and finish what you start.
Authentic We stay open, honest, and kind. You communicate clearly, treat people respectfully, ask questions when needed, and address concerns directly.
Craftsmanship Quality matters in every role. You take care with scheduling, invoices, records, and customer communication because accurate office work supports excellent field work.
Pride in the Brand Every interaction represents Polar Electric. You take pride in being professional, dependable, and helpful, and you care about the experience our customers receive.
Your tasks
Take ownership. Keep things organized. Help deliver a great customer experience.
What you?ll do
- Answer phone calls, emails, and customer messages with professionalism and care.
- Handle service and quote inquiries, collect the necessary details, and arrange next steps.
- Schedule appointments in Jobber and coordinate with our operations team.
- Keep customers updated about appointments, scheduling changes, and job progress.
- Prepare and send approved quotes, invoices, and deposit requests through Jobber.
- Follow up on outstanding quotes, payments, and customer requests.
- Maintain accurate customer records, job notes, photos, and documents.
- Assist with permit applications, inspection bookings, and project paperwork.
- Support customer follow-ups, review requests, and maintenance plan administration.
- Follow established procedures and suggest practical improvements.
- Handle routine administrative matters independently and bring issues to the right person when needed.
Programs and systems Our team uses Jobber to manage customer information, scheduling, work orders, quotes, invoices, payment tracking, and job documentation.
Requirements
If you enjoy helping people, organizing a busy schedule, and taking responsibility for getting things done, we?d like to hear from you.
You should also be comfortable with email, calendars, spreadsheets, shared documents, and learning digital systems. We follow EOS-based processes, with clear responsibilities, team meetings, checklists, and accountability.
What we?re looking for
- Experience in office administration, customer service, scheduling, or dispatch.
- Strong organization and attention to detail.
- A friendly, confident phone manner and clear written communication.
- The ability to prioritize competing requests and adapt when schedules change.
- Confidence discussing deposits, payment terms, and outstanding invoices respectfully.
- Strong computer skills and the ability to learn new programs.
- Good judgment about what you can handle independently and when to ask for support.
- A reliable team member who follows through without repeated reminders.
Experience with an electrical contractor, construction company, or another service business is an asset. Electrical trade knowledge is helpful but isn?t required.
What we offer
Why join Polar Electric? You?ll have a meaningful role in how our company operates and how our customers experience our service. Your organization and follow-through will help our electricians stay productive, our customers feel looked a
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Polar Electric Contracting Ltd. | Leduc, Alberta