Ever After Homes
Local Administrative Coordinator
Ever After Custom Homes
Location: Burlington / Waterdown / Hamilton area
Position Type: Part-Time to Full-Time
Pay Range: $23 - $28 CAD, per hour, depending on experience
Potential Growth: $30+ CAD, per hour, for the right candidate with strong construction, bookkeeping, CRM, or client-care experience.
About Ever After Custom Homes
Ever After Custom Homes is a custom home builder serving Burlington, Hamilton, Oakville, Mississauga, Waterdown, and surrounding areas. We specialize in custom homes, large renovations, additions, and development projects. We are growing and looking for a highly organized, local administrative coordinator to support our team, improve communication, and help keep projects, clients, and internal systems running smoothly.
This role is ideal for someone detail-oriented, reliable, friendly, organized, and comfortable supporting a busy construction and design office.
Role Overview
The Local Administrative Coordinator will support the Ever After Homes team with day-to-day administrative tasks, client communication, scheduling, CRM updates, project documentation, file organization, trade/vendor coordination, and general office support.
This is a local, hands-on administrative role. Some tasks can be completed remotely, but the successful candidate must be available for local errands, in-person meetings, document drop-offs, client gift coordination, office organization, and occasional project-related support.
Key Responsibilities
Administrative Support
- Manage general email inboxes and help ensure messages are responded to or assigned promptly.
- Organize digital files, client folders, project documents, permits, drawings, photos, quotes, and contracts.
- Assist with calendar management, meeting scheduling, reminders, and follow-ups.
- Prepare meeting notes, agendas, task lists, and internal updates.
- Track deadlines and help ensure important items are not missed.
- Support basic data entry in CRM, JobTread, Google Workspace, spreadsheets, and internal systems.
Client Care
- Assist with client updates, appointment scheduling, reminders, and follow-up communication.
- Coordinate client gifts, welcome packages, project milestone touches, and thank-you notes.
- Help maintain a professional and warm client experience from inquiry through project completion.
- Support the team with homeowner selections, meetings, and documentation as needed.
Project and Construction Admin
- Help keep project files, selections, quotes, invoices, permits, and documentation organized.
- Follow up with trades, vendors, consultants, and suppliers for missing information.
- Assist with tracking project tasks, small work orders, receipts, warranty items, and deficiencies.
- Support the project manager and site supervisor by helping ensure admin items are documented and followed up on.
Sales and Marketing Admin
- Assist with CRM updates, lead tracking, contact lists, and follow-up reminders.
- Help maintain vendor and trade partner lists.
- Support the preparation of client packages, presentations, proposals, and printed materials.
- Coordinate local errands related to signage, print materials, samples, gifts, or events.
Office and Local Support
- Run occasional local errands, including document drop-offs, sample pick-ups, printing, client gifts, and office supplies.
- Help organize physical files, samples, office materials, and client presentation items.
- Assist with preparing for client meetings, team meetings, and events.
Ideal Candidate
The right person for this role is:
- Highly organized and detail-oriented.
- Friendly, professional, and comfortable communicating with clients, trades, and team members.
- Proactive and able to follow up without being constantly reminded.
- Comfortable using technology and learning new systems.
- Local to Burlington, Waterdown, Hamilton, or surrounding areas.
- Able to work independently while still being part of a team.
- Calm under pressure and able to manage multiple small tasks at once.
- Interested in home building, design, real estate, construction, or project coordination.
Required Skills and Experience
- Previous experience in administration, office coordination, client care, real estate, construction, design, or a related field.
- Strong written and verbal communication skills.
- Comfortable with Google Workspace, Gmail, Google Calendar, spreadsheets, and cloud-based file systems.
- Strong attention to detail and follow-through.
- Ability to manage confidential client and business information professionally.
- Valid driver's license and access to a vehicle for local errands and occasional in-person tasks.
Nice-to-Have Experience
- Construction, renovation, design, real estate, or property management experience.
- Experience with CRM systems, JobTread, QuickBooks, Canva, GoHighLevel, or project management software.
- Basic bookkeeping or invoice tracking experience.
- Experience coordinating trades, vendors, or client appointments.
- Social media or marketing admin support experience.
Key Performance Indicators
Success in this role will be measured by:
Inbox and Communication Management
- Client, trade, and internal emails are responded to, assigned, or flagged within 1 business day.
- Important follow-ups are tracked and not missed.
CRM and Contact Accuracy
- Leads, client contacts, vendor contacts, and follow-up tasks are kept accurate and up to date.
- New inquiries are entered into the system within 1 business day.
Project Documentation
- Project files, permits, drawings, quotes, invoices, photos, and selections are organized and easy for the team to find.
- Missing documents are followed up on weekly.
Calendar and Scheduling Support
- Meetings, reminders, client appointments, and internal deadlines are accurately scheduled.
- Team members receive the information they need before meetings or appointments.
Task Follow-Through
- Assigned admin tasks are completed by deadline or proactively flagged if delayed.
- Weekly task lists are reviewed and updated.
Client Experience
- Client touchpoints, gifts, updates, and follow-ups are handled professionally and on time.
- Clients receive a warm, organized, and polished experience.
Vendor and Trade Support
- Vendor lists, trade contacts, pricing follow-ups, and partner information are kept current.
- Follow-ups with vendors and trades are completed within agreed timelines.
Team Support
- The project manager, site supervisor, designer, and ownership team have better visibility into outstanding admin items.
- The team spends less time chasing paperwork, missing information, or unassigned follow-ups.
Compensation
- Pay range is $23 - $28 CAD, per hour, depending on experience.
- Candidates with strong construction administration, design coordination, bookkeeping, CRM, or client-care experience may be considered at a higher rate.
Schedule
This role can begin part-time and grow into a full-time position as the company continues to expand. We are open to discuss a schedule that works for the right candidate, but availability during regular business hours is required.
