Position Summary
We are seeking a reliable and detail-oriented Administrative Assistant to provide administrative support to our group of companies. This position will play an important role in keeping daily operations organized by assisting with data entry, maintaining spreadsheets, screening phone calls and emails, and supporting the early stages of the quoting process.
The ideal candidate is organized, comfortable working with computers, able to manage multiple priorities, and has strong communication skills. This role requires someone who can work independently, maintain accuracy, and provide professional support to both internal team members and customers.
Key Responsibilities
Administrative Support
- Provide administrative support within our group of companies as required.
- Answer, screen, and direct incoming phone calls in a professional manner.
- Monitor, screen, and respond to emails or forward them to the appropriate person.
- Maintain organized electronic and paper records.
- Assist with general office duties, filing, scanning, and document preparation.
- Support management and team members with administrative tasks as needed.
Data Entry and Spreadsheet Management
- Accurately enter information into company systems, spreadsheets, and records.
- Maintain and update spreadsheets related to customers, jobs, quotes, inventory, scheduling, or other business needs.
- Organize data in a clear and easy-to-understand format.
- Assist with tracking and reporting information as requested.
Quoting Support
- Act as a starting point for creating customer quotes.
- Gather basic information from customers to begin the quoting process.
- Enter quote details into the appropriate templates, spreadsheets, or software systems.
- Ensure quote information is complete before forwarding it to the appropriate team member.
- Follow up internally on missing information when needed.
- Maintain organized records of quote requests and related communication.
Customer and Internal Communication
- Provide friendly and professional communication with customers, vendors, and team members.
- Take clear messages and ensure information is passed along accurately.
- Help direct inquiries to the appropriate department or company contact.
- Maintain confidentiality when handling company, customer, and employee information.
Qualifications
- Previous administrative, office, customer service, or data entry experience is an asset.
- Strong computer skills, including experience with Microsoft Excel, Google Sheets, or similar spreadsheet programs.
- Strong attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Ability to stay organized while supporting more than one company.
- Ability to prioritize tasks and manage multiple requests.
- Comfortable answering phones and handling email communication professionally.
- Willingness to learn company processes, quoting systems, and industry-specific information.
- Experience with quoting, invoicing, construction, trades, or building-related businesses is considered an asset but is not required.
Skills and Abilities
- Organized and dependable.
- Strong problem-solving skills.
- Able to work independently and as part of a team.
- Professional and courteous with customers and staff.
- Able to handle confidential information appropriately.
- Comfortable learning new software and systems.
- Able to follow instructions and ask questions when clarification is needed.
Pay: $18.00-$22.00 per hour
Benefits:
- Dental care
- Extended health care
- Life insurance
Ability to commute/relocate:
- Parry Sound, ON: reliably commute or plan to relocate before starting work (required)
Work Location: In person
