Retail Showroom Administrator

VESTA; Ottawa; On-site; CAD 50,000 - 55,000; Full time

Job summary

Vesta Marble and Granite is seeking a Showroom Administrator to be the primary contact for customers and to coordinate stone countertop projects from post-sale through installation. This hybrid role blends office administration, coordination, and sales support in a fast-paced showroom.

You will greet customers, manage follow-ups, assist with documentation, and handle project-related financial transactions while providing high-level support to the retail team.

Qualifications

• Minimum experience in administrative or coordination role, preferably in retail or construction.
• Strong organizational and project management abilities with multiple timelines.
• Excellent communication and a professional demeanor.
• Experience handling financial transactions and maintaining confidentiality.
• Proficient in Microsoft Office; CRM or PM software is a plus.

Responsibilities

• Coordinate post-sale workflows for countertop projects, schedule measurements, and track progress from fabrication to installation.
• Greet walk-in customers, answer phones professionally, field inquiries, and provide outstanding service.
• Run sales support by managing follow-ups, preparing documentation, and advancing projects.
• Handle deposits and payments, and accurately track project-related financials.
• Provide high-level executive and administrative support to the sales team.
• Monitor active jobs, communicate updates to customers and teams, and resolve issues promptly.

Skills

Organizational skills

Project management

Customer service

Communication

MS Office

CRM experience

Tools

Microsoft Excel

CRM software

Project management software

Job description

Are you a highly organized, customer-focused professional who excels in a fast-paced showroom environment? Vesta Marble and Granite is seeking a Showroom Administrator to join our team. This multifaceted role blends receptionist duties, project coordination, sales support, and executive assistance. If you thrive on keeping operations running smoothly while delivering exceptional customer experiences, this is the perfect opportunity for you!

About The Role

As our Showroom Administrator, you will be the central hub of our retail operations — acting as the primary point of contact for customers while expertly coordinating stone countertop projects from post-sale through to installation. This hybrid position combines office administration, project management, and sales support, making you an essential part of our team’s success.

Key Responsibilities

• Project Coordination: Manage post-sale workflows for stone countertop jobs, including scheduling measurements, monitoring progress from fabrication to installation, and ensuring projects are completed on time.
• Customer Experience: Greet walk-in customers, answer phones professionally, field inquiries, and provide outstanding service as the face of the showroom.
• Sales Support: Run offense for the retail sales team by managing follow-ups, preparing documentation, and helping move projects forward efficiently.
• Financial Duties: Collect payments, process deposits, and accurately track project-related financial transactions.
• Executive & Administrative Support: Provide high-level administrative assistance to the retail sales team, including scheduling, correspondence, document management, and general office operations.
• Workflow Oversight: Track active jobs, communicate timely updates to customers and internal teams, and proactively resolve issues to ensure smooth installations.

What We're Looking For

• Proven experience in an administrative or coordination role, preferably in retail, construction, home improvement, or a similar industry.
• Strong organizational and project management skills with the ability to handle multiple timelines and details.
• Excellent communication and interpersonal skills with a polished, professional demeanor.
• Comfortable managing financial transactions and maintaining confidentiality.
• Proficiency in Microsoft Office (Word, Excel, Outlook). Experience with CRM or project management software is a plus.
• Positive attitude, initiative, and a collaborative team-player mindset.

What We Offer

• $50,000 - $55,000 salary range commensurate on experience.
• Opportunity to play a pivotal role in shaping the future growth of a respected local manufacturer.
• Collaborative work environment focused on quality, innovation, and work-life balance.

This is a full-time, in-person position based in our showroom. You’ll play a vital role in helping customers transform their spaces with premium natural stone and quartz surfaces.