Admin Assistant / Front Desk Coordinator (Full-Time)

ODM; Kingston; On-site; CAD 36,000 - 48,000; Full time

Job summary

SafeStep Building Treatments Inc. in Kingston, Ontario, is seeking an Admin Assistant / Front Desk Coordinator (full-time) to be the first voice and face customers encounter when contacting SafeStep.

This in-office role manages daily front office operations, answers phones, responds to emails, greets visitors, schedules jobs, and supports bookkeeping functions. The ideal candidate is organized, professional, friendly, and confident speaking with customers, with strong communication and

Qualifications

• Excellent communication and interpersonal skills.
• Friendly and professional phone presence.
• Strong organizational and time management skills.
• Ability to multitask and manage multiple priorities.
• High attention to detail and accuracy.
• Strong customer service mindset.
• Comfortable speaking with customers and guiding conversations.
• Ability to work independently and take initiative.
• Construction or home services industry experience considered an asset.

Responsibilities

• Front Desk & Customer Experience: Answer calls, respond to emails, greet visitors, create a welcoming impression, provide basic information, handle interactions professionally.
• Scheduling & Operations Support: Schedule inspections/appointments, coordinate with field staff, maintain calendars, update CRM with customer info and job details.
• Customer Inquiry & First-Level Sales Support: Qualify inquiries, explain next steps, capture leads, move prospects toward scheduled consultations, maintain positive tone.
• Administrative & Data Management: Data entry, file organization, internal reporting, assist management with tasks.
• Accounting Support: Assist with AR/AP, enter invoices/payments in QuickBooks Online, maintain financial records.

Skills

Excellent communication

Friendly phone presence

Organizational skills

Multitasking

Attention to detail

Customer service mindset

Independent work

Initiative

Tools

QuickBooks Online

Microsoft Office

Email/calendar management

CRM or scheduling software

Job description

Admin Assistant / Front Desk Coordinator (Full-Time)

Location

SafeStep Building Treatments Inc

In Office

744 Baker Crescent

Kingston, Ontario

Company Overview

Since 1995, SafeStep Building Treatments Inc. has been an innovative leader in basement waterproofing, water control systems, concrete repairs, and concrete raising.

We serve residential, commercial, and industrial customers throughout the Kingston region and pride ourselves on delivering reliable solutions and exceptional customer service.

As the first point of contact for many of our customers, the Front Desk Coordinator plays a critical role in ensuring every client has a professional, helpful, and positive experience with our company.

Position Summary

The Admin Assistant / Front Desk Coordinator is the first voice and face customers encounter when interacting with SafeStep.

This role manages daily front office operations including answering phones, responding to emails, greeting visitors, scheduling jobs, and supporting bookkeeping functions.

In addition to administrative responsibilities, this role also plays an important part in initial customer engagement and sales support -- helping qualify inquiries, understanding customer needs, and ensuring potential clients are properly guided through the first steps of working with SafeStep.

The ideal candidate is organized, professional, friendly, and confident speaking with customers while keeping operations running smoothly behind the scenes.

Key Responsibilities

Front Desk & Customer Experience

• Answer incoming phone calls and direct them appropriately
• Respond promptly and professionally to customer emails and online inquiries
• Greet customers and visitors arriving at the office
• Create a welcoming and professional first impression for all clients
• Provide basic information about SafeStep services and solutions
• Ensure all customer interactions are handled with professionalism and care

Scheduling & Operations Support

• Schedule inspections, estimates, and job appointments
• Coordinate scheduling between customers and field staff
• Maintain accurate scheduling calendars
• Update customer information and job details in company systems
• Assist with job documentation and internal communications

Customer Inquiry & First-Level Sales Support

• Speak with potential customers to understand their needs and concerns
• Ask key qualifying questions when customers call or email about services
• Clearly explain next steps in the service process (inspection, quote, scheduling)
• Capture and organize new customer inquiries and leads
• Help move potential customers from inquiry to scheduled consultation
• Maintain a positive and helpful tone that builds trust with customers
• Identify urgent service needs and elevate when required

Administrative & Data Management

• Perform data entry and maintain accurate customer records
• Organize and maintain digital and physical files
• Support internal reporting and documentation
• Assist management with administrative tasks as needed

Accounting Support

• Assist with accounts receivable and accounts payable
• Enter invoices and payments into QuickBooks Online
• Support bookkeeping processes and maintain organized financial records
• Assist with billing and payment follow-ups when required

Qualifications

• Excellent communication and interpersonal skills
• Friendly and professional phone presence
• Strong organizational and time management skills
• Ability to multitask and manage multiple priorities
• High attention to detail and accuracy
• Strong customer service mindset
• Comfortable speaking with customers and guiding conversations
• Ability to work independently and take initiative
• Construction or home services industry experience considered an asset

Technical Skills

• QuickBooks Online
• Microsoft Office (Word, Excel, Outlook)
• Email and calendar management systems
• Basic CRM or scheduling software experience preferred

Key Competencies

• Professional communication
• Customer-first mindset
• Problem solving
• Organization and time management
• Attention to detail
• Confidentiality and integrity
• Reliability and accountability

Hours

Full-Time