Client Relations & Administrative Coordinator — Remote
Company: Cansoft Technologies
Location: Remote
Working Hours: Regular availability during British Columbia business hours (Pacific Time)
Job Type: Full-time
About the Role
Cansoft is looking for a dependable and highly organized Client Relations & Administrative Coordinator to support our clients and internal team.
You will be one of the primary points of contact for our clients, helping ensure that communication is professional, questions are answered promptly, proposals and administrative documents are prepared accurately, and important follow-ups do not get missed.
This position is ideal for someone who communicates confidently, takes ownership of their responsibilities, and can manage several clients and priorities in a remote work environment.
ResponsibilitiesClient Communication
- Respond to client emails, messages, questions, and routine requests in a professional and timely manner.
- Provide clients with project updates and coordinate communication between clients and the internal team.
- Schedule client calls, meetings, reviews, and follow-ups.
- Maintain a friendly and professional relationship with clients throughout their projects.
- Follow up with prospective and existing clients regarding proposals, approvals, outstanding information, project decisions, and next steps.
- Identify urgent or sensitive client concerns and escalate them to the appropriate team member.
Proposals and Sales Administration
- Prepare professional proposals, estimates, service agreements, and related documents using company templates.
- Customize proposal content based on the client’s requirements and the services recommended by the team.
- Keep track of proposals that have been sent, approved, declined, or require follow-up.
- Maintain accurate records of client requirements, conversations, commitments, and next steps.
- Assist with client onboarding once a proposal has been approved.
Billing and Administrative Support
- Prepare and send invoices based on approved project information.
- Track invoice status and follow up professionally on overdue or outstanding payments.
- Keep billing records, client files, contracts, and administrative documents organized.
- Coordinate with management or bookkeeping staff when billing information needs clarification.
- Assist with payment confirmations, receipts, recurring invoices, and routine account questions.
- Support general administrative tasks required to keep client accounts and projects organized.
Project and Team Coordination
- Record client requests and assign or communicate them to the appropriate team member.
- Help ensure that client deliverables, approvals, and follow-ups stay on schedule.
- Update project management systems, client records, task lists, and internal documentation.
- Follow up internally when information or action is needed before responding to a client.
- Assist with preparing meeting notes, action items, and client-facing updates.
Additional Support
- Assist with light social media scheduling, posting, or administrative marketing tasks when needed.
- Help improve templates, processes, and systems used for client communication and administration.
- Provide other reasonable administrative and operational support as the company grows.
What We’re Looking For
- Excellent written and spoken English.
- Previous experience in client relations, administration, account coordination, sales support, or a similar role.
- Strong professional email-writing and customer-service skills.
- Ability to prepare clear, polished proposals and business documents.
- Experience with invoicing, payment follow-ups, or basic billing administration.
- Highly organized, detail-oriented, and dependable.
- Comfortable managing multiple clients, deadlines, and follow-ups at the same time.
- Able to work independently, take initiative, and follow tasks through to completion.
- Good judgment when handling client concerns, confidential information, and sensitive conversations.
- Comfortable learning new software and working with shared documents, spreadsheets, CRM systems, and project-management tools.
- Reliable internet connection, a quiet workspace, and consistent availability during Pacific Time business hours.
Experience That Would Be an Asset
- Experience working for a technology, web development, digital marketing, software, or professional-services company.
- Familiarity with tools such as Google Workspace, Microsoft Office, QuickBooks, HubSpot, ClickUp, Asana, Trello, or similar platforms.
- Experience coordinating website, software, SEO, digital marketing, or creative projects.
- Experience preparing service proposals, estimates, contracts, or statements of work.
- Basic knowledge of bookkeeping or accounts receivable.
What Success Looks Like
The successful candidate will ensure that:
- Clients receive timely, professional, and accurate communication.
- Proposals and invoices are prepared correctly and followed up on consistently.
- Client requests and commitments are properly documented.
- Important tasks, approvals, and payment follow-ups do not get missed.
- The internal team has the information needed to serve each client effectively.
Why Join Cansoft?
- Fully remote position.
- Opportunity to work with clients across technology, web development, software, SEO, and digital marketing projects.
- Varied responsibilities with opportunities to grow into client account management, operations, or project coordination.
- Supportive and collaborative remote team.
- [Add benefits, paid vacation, performance incentives, or other perks.]
How to Apply
Please submit:
- Your résumé.
- A short introduction describing your relevant client communication and administrative experience.
- An example of a professional client email you have written, with confidential information removed.
- Your availability during Pacific Time business hours.
- Your compensation expectations.
- A list of the administrative, invoicing, CRM, or project-management tools you have used.
Please send your application to [email protected] with the subject line:
Application — Client Relations & Administrative Coordinator
Only candidates selected for the next stage will be contacted.
Pay: $20.93-$23.19 per hour
Work Location: Remote
