Job Title: Administrative Coordinator

Position Type: Part-time to full-time.

Wage: Dependent on Experience and Performance

Reports to: Office Manager 

Purpose: The Administrative Coordinator is the first point of contact for all customer interactions while ensuring complete customer satisfaction by always creating a friendly and welcoming environment. They will also be the primary contact and link between customers, internal departments, and external parties, including vendors. They will handle all clerical and administrative duties, analyze, and improve office processes and policies, and ensure that the office operates smoothly.

Duties and Responsibilities:

Customer Service 

• Act as the primary contact for customers; phones, emails, walk-in customers 

• Assist customers with basic product recommendations and quotes 

• Accept and enter payment from customers 

• Produce basic quotes for customers based on services offered by the company 

• Ensure all customers are directed to appropriate staff, take messages, and nurture customer relationships 

• Answering questions and finding information for staff, vendors, and clients

• Other duties as assigned

Administration: 

• Prepare the estimator's daily schedules and folders 

• Complete the job folder process

• Qualify customer requests for estimates

• Complete estimate tracker

• Manage office supplies inventory and fill orders (lunchroom, office and cleaning) 

• Envelope invoices and statements for mail

• Receive and distribute mail and prepare inter-office folder daily 

• Maintain filing records and all data entry 

• Data entry of Man-Minute sheets (Productivity for Snow Rangers/Grounds Teams) 

• Proactive suggestions on system improvements and lawn quotes

• Identify sales opportunities from inspections

• Key points of interest (KPI) contribution

• Assist in contract preparation

◦ Renewals

◦ New business

• Other duties as assigned

Other Administrative Support Tasks:

• Support all office departments with administrative assistance including, but not limited to: scanning, filing, data entry, maintaining electronic files, product/inventory ordering, etc. 

• Supporting employees by facilitating interdepartmental communications and interactions between internal and external parties

• Assist with Safety related duties:

◦ Creating and posting resources to SiteDocs

◦ Weekly Toolbox Talks

◦ Lot Diagrams

◦ Safety Certificates

◦ Assist with Safety documentation

◦ Record keeping (up-to-date)

• Assisting with special projects as needed

• Other duties as assigned

Qualification Requirements:

• Strong customer service skills with a friendly personality 

• Ability to develop and implement change effectively 

• Ability to work independently and as part of a team

• Exceptional communication skills 

• Professional and courteous manner

• Strong organizational and problem-solving skills

• Valid Class 5 Drivers License

Education and/or Experience:

• Proficient in QuickBooks and Microsoft Office (Outlook, Word, Excel, Publisher) 

• Understanding of Landscaping/Snow Removal industry; a considerable asset 

• A minimum 5 years experience in customer service 

• A minimum 5 years experience in an office setting

• A minimum 5 years experience in an Administrative Assistant type role; an asset

Work Conditions:

 

Physical Conditions: 

The duties of the Administrative Coordinator are carried out primarily in an indoor setting.

• Uses hands, arms, and shoulders when using various types of equipment (daily)

• Repetitive movements (daily)

• Ability to cross on uneven ground (occasionally)

• Ability to lift up to 30lbs (occasionally)

 

Psychological/Stress Conditions:

The Administrative Coordinator position’s workload and environment do not generally increase employee emotional or stress levels.

• Interruptions and requests from multiple areas (daily).

• Multitasking (daily).

• Repetitive movements (daily)

• Job demands versus time constraints (daily).

• Periods of intense concentration when meeting deadlines and during peak periods. (occasionally)

Work Conditions:

The Administrative Coordinator works independently and in a team environment. 

• Works in a shared and consultative manner with other employees (daily).

• Wide variety of tasks requiring the ability to manage multiple unrelated projects and make independent decisions (daily).

• Self-motivated and quality driven to perform independent projects (daily).

Note: This description is not intended to limit the assignment of work or be construed as a complete list of the many duties to be performed by the incumbent. The qualifications are not intended to limit the opportunities for interested candidates but provide the candidates with an understanding of the level of expertise required in this position. 

 

The conditions described are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

 

The successful candidate will be required to do a Police Information Check (PIC).

 

We appreciate all applicants, however, only those candidates who qualify for an interview will be contacted.