Location: Burnside, Dartmouth, Nova Scotia
Employment Type: Full-Time
Work Arrangement: On-site, Monday to Friday
Reports To: Owner
Position Overview
We are seeking an organized, dependable, and detail-oriented Administrative & Quoting Coordinator to provide day-to-day administrative support to our growing business.
This role will play an important part in keeping customer requests, quotes, documentation, and general office administration moving efficiently. A key responsibility will be preparing and processing customer quotes using Jobber, along with providing administrative support to the owner and broader team.
The ideal candidate is comfortable working with technology, communicates professionally, has strong attention to detail, and enjoys keeping things organized in a busy small-business environment.
Key Responsibilities
Quoting & Customer Administration
- Prepare, enter, process, and maintain customer quotes using Jobber.
- Ensure quote information, customer details, measurements, pricing information, and supporting documentation are entered accurately.
- Maintain organized records of outstanding, completed, and approved quotes.
- Follow up internally on information required to complete customer quotes.
- Assist with maintaining accurate customer and project information within company systems.
- Support timely responses to customer inquiries and requests.
- Help manage administrative backlogs and ensure outstanding items are followed through to completion.
Office Administration
- Provide general administrative support to the owner and team.
- Prepare, update, and organize documents, spreadsheets, correspondence, and electronic files.
- Maintain accurate electronic and physical filing systems.
- Assist with data entry and general record-keeping.
- Monitor and organize incoming administrative requests.
- Support scheduling and coordination as required.
- Assist with maintaining an organized and professional office environment.
Deliveries & Office Coordination
- Receive incoming deliveries and ensure they are directed to the appropriate team member or area.
- Sign for deliveries and maintain related documentation as required.
- Communicate with team members regarding incoming materials, customer orders, and administrative requirements.
- Help coordinate information between the office and production/workroom team.
- Assist with other operational and administrative tasks as the business grows.
Social Media & Marketing Support
- Assist with maintaining the company’s social media presence, including platforms such as Instagram and Facebook.
- Create and schedule simple, engaging social media posts highlighting completed projects, products, services, and behind-the-scenes activities.
- Take and organize photos and short-form content of completed work and projects for use on social media.
- Help maintain a consistent and professional brand presence across social media channels.
Qualifications
- Previous administrative, office, customer service, or business support experience is an asset.
- Recent graduates with relevant education and strong administrative skills are encouraged to apply.
- Strong computer skills, particularly with Microsoft Excel and Word.
- Experience with Jobber or another CRM, quoting, scheduling, or business management system is an asset; training can be provided.
- Strong written and verbal communication skills.
- Excellent attention to detail and accuracy.
- Strong organizational and time-management skills.
- Comfortable learning new software and processes.
- Ability to prioritize multiple requests and follow tasks through to completion.
- Professional, reliable, and comfortable working as part of a small team.
What We're Looking For
The successful candidate will be someone who:
- Takes ownership of their work and follows through.
- Notices details and catches errors before they become problems.
- Is comfortable asking questions when information is missing.
- Can work independently while communicating closely with the team.
- Enjoys organization and creating order in a busy environment.
- Is approachable and professional when interacting with customers, suppliers, and team members.
- Is interested in growing with a small and evolving business.
Location
The business is relocating to Burnside, Dartmouth in September, and candidates should be able to commute to the Burnside location reliably.
There may be an opportunity for the responsibilities of the position to grow as the business continues to expand.
Work Location: In person
