Admin Assistant / Front Desk Coordinator (Full-Time)

Job summary

Manage front desk operations by answering calls and emails, greeting visitors, scheduling appointments, and maintaining customer records and job documentation. Qualify customer inquiries, guide prospective clients through the initial service process, and support bookkeeping, billing, and internal administrative tasks.

Job details

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 escalate 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

What you’ll do

Manage front desk operations by answering calls and emails, greeting visitors, scheduling appointments, and maintaining customer records and job documentation. Qualify customer inquiries, guide prospective clients through the initial service process, and support bookkeeping, billing, and internal administrative tasks.

Requirements

The role calls for strong communication and customer service skills, a professional phone presence, organization, time management, accuracy, and the ability to manage multiple priorities independently. Familiarity with QuickBooks Online, Microsoft Office, email and calendar systems, and CRM or scheduling software is relevant; construction or home services experience is an asset.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Accounts receivable · Preferred
• Multitasking · Preferred
• Microsoft Office · Preferred
• Quickbooks Online · Preferred
• Data entry · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer Service
• Professional Communication
• Phone Communication
• Email Management
• Scheduling
• Organization
• Time Management
• Multitasking
• Attention To Detail
• Data Entry
• Customer Inquiry Qualification
• Sales Support
• Accounts Receivable
• Accounts Payable
• QuickBooks Online
• Microsoft Office

Job areas

• Administrative
• Customer Service & Support
• Finance & Accounting
• Sales
• Construction