administrative assistant

*Job Overview* Ace Build Contracting is seeking an organized, professional, and dependable *Administrative Assistant* to support daily office operations and client communication. The primary focus of this role is to keep client information organized, ensure follow-ups are completed on time, maintain accurate CRM records, manage phone and email communication, and keep the internal team updated on outstanding tasks and next steps.

*Position Summary*

The Administrative Assistant will play an important role in keeping communication and client records organized across the company. The successful candidate will be responsible for monitoring client inquiries, following up with leads and existing clients, updating the CRM, answering and making phone calls, organizing emails, and ensuring that important information is communicated to the appropriate team members.

The ideal candidate is highly organized, detail-oriented, professional, and comfortable managing multiple client conversations and follow-up tasks at the same time.

*Key Responsibilities: *

• Answer incoming phone calls professionally and direct inquiries appropriately.
• Make outbound calls to clients for follow-ups, updates, appointment confirmations, and additional information.
• Maintain organized records for prospective and existing clients.
• Update client information, notes, follow-up dates, project status, and communication records in the company CRM.
• Monitor outstanding client follow-ups and ensure they are completed on time.
• Organize incoming emails and ensure important messages are directed to the appropriate team member.
• Keep management and the internal team informed of client updates, outstanding tasks, appointments, and required actions.
• Track new leads and ensure each inquiry receives the appropriate response and follow-up.
• Follow up with clients regarding requested documents, photos, project information, drawings, availability, or other required details.
• Schedule and confirm client meetings, consultations, callbacks, and appointments.
• Maintain organized calendars, contact lists, client files, and communication records.
• Follow up internally with team members when client requests or pending tasks require attention.
• Ensure important client conversations and updates are accurately documented.
• Assist with general office organization and administrative tasks.
• Assist with professional outreach or follow-up with realtors, interior designers, or other industry contacts when required.

*Requirements:*

• Previous experience in an administrative assistant, receptionist, office coordinator, client service, or similar role.
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Professional and confident telephone manner.
• Strong attention to detail.
• Ability to manage multiple client files, conversations, and follow-up tasks simultaneously.
• Ability to keep accurate and detailed records.
• Comfortable working with CRM systems and updating client information regularly.
• Strong email management and general computer skills.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Ability to communicate important information clearly to management and other team members.
• Reliable, punctual, and able to work independently.
• Strong sense of responsibility and follow-through.
• Fluent written and spoken English.

*Preferred Qualifications*

• Previous experience working in the *construction, renovation, home improvement, real estate, architecture, or interior design industry* is considered an asset.
• Familiarity with construction or renovation terminology is a plus.
• Previous experience using a CRM system, is an asset.
• Experience managing client follow-ups and lead organization.
• Experience working in a busy office environment with frequent phone and email communication.

*Why Work With Ace Build Contracting?*

• Join a respected Toronto builder spe