Client Services & Office Coordinator

Poseidon Cleaning Services; Eastern Ontario; On-site; CAD 35,000 - 50,000; Full time

Job summary

Poseidon Cleaning Services in Pembroke, Ontario is looking for a dependable Client Services & Office Coordinator to manage daily operations and enhance customer experiences. This role is vital for communication, managing appointments, and maintaining organized customer records.

The ideal candidate is detail-oriented, tech-savvy, and enjoys providing exceptional service while coordinating schedules. Previous experience in office administration and customer service is preferred.

Qualifications

• Strong computer skills are required.
• Comfortable learning business ERP software.
• Excellent phone manner and customer service skills.
• Strong organizational skills and attention to detail.
• Ability to manage schedules and multiple customer requests.
• Good written communication skills for emails and notes.

Responsibilities

• Answer incoming phone calls and customer inquiries.
• Schedule customer appointments and manage the service calendar.
• Enter and update customer information in the business software.
• Coordinate technician schedules and assignments.
• Follow up with customers regarding appointments and services.
• Assist with general office administration and data entry.

Skills

Strong computer skills

Excellent phone manner

Customer service skills

Organization skills

Written communication skills

Tools

ERP software

CRM software

Scheduling software

Invoicing systems

Job description

About the Job

Poseidon Cleaning Services in Pembroke, Ontario is looking for a dependable, organized, and computer‑savvy Client Services & Office Coordinator to help manage the day‑to‑day flow of our cleaning service business.

This person will be the main point of contact for customers and will play a key role in answering phones, scheduling appointments, managing the service calendar, and keeping customer and job information organized in our business software.

This role is ideal for someone who is friendly, detail‑oriented, comfortable with technology, and able to keep track of multiple bookings, customer requests, and schedule changes throughout the week.

Key Responsibilities

• Answer incoming phone calls, emails, and customer inquiries in a friendly and professional manner.
• Schedule customer appointments and manage the daily/weekly service calendar.
• Enter and update customer information, job details, notes, and appointments in our business software.
• Coordinate technician schedules and help ensure jobs are properly assigned.
• Follow up with customers regarding appointment confirmations, changes, quotes, invoices, and service questions.
• Help keep customer records, quotes, work orders, and invoices accurate and organized.
• Communicate schedule changes or customer notes clearly to technicians and management.
• Assist with general office administration, filing, bookkeeping and data entry.
• Support management with other day‑to‑day administrative tasks as required.

Requirements

• Strong computer skills are required.
• Comfortable learning business ERP software.
• Excellent phone manner and customer service skills.
• Strong organizational skills and attention to detail.
• Ability to manage schedules, changing priorities, and multiple customer requests.
• Good written communication skills for emails, notes, and customer follow‑ups.
• Reliable, punctual, and able to work independently.
• Previous experience in office administration, customer service, scheduling, or reception is an asset.
• Experience with ERP, CRM software, scheduling software, or invoicing systems would be considered a strong asset.

Ideal Candidate

The ideal candidate is a self‑starter, someone who can stay organized in a busy office, enjoys dealing with people, and is confident using computers. You must be comfortable learning software quickly and accurately entering information.

You should be able to answer the phone professionally, book appointments properly, manage schedule changes, and help ensure customers and technicians have the information they need.

Compensation

Wage will be based on experience and qualifications.