Office Administrator (Longwoods)

Role Overview The Office Administrator ensures the smooth and efficient operation of the office by managing administrative tasks, coordinating daily activities, and supporting staff and customers. This role also provides call support, handing inbound and outbound communications, directing inquiries, and delivering a professional customer experience. Working in a partner-focused, tech-enabled environment, the Office Administrator helps maintain organized processes, accurate data, and solid relationships across teams. Success in this role requires strong organizational and communication skills, attention to detail, and a consistent, customer-first approach. Key Responsibilities 1. Customer communications: - Answer inbound calls, emails, and chat messages in a friendly, professional manner. - Use approved scripts and tone guidelines for consistent customer experience. - Provide updates on appointments, job status, and technician ETAs. - Escalate complex inquiries or concerns as needed. 2. Appointment Booking & Service Titan Use: - Schedule, confirm, and adjust appointments using Service Titan. - Ensure all bookings follow standard procedures and timelines. - Accurately update customer profiles, job details, and service notes in CRM system. 3. Team Collaboration & Process Adherence: - Follow established workflows, policies, and standard operating procedures (SOPs). - Collaborate with team members to support daily operations and service delivery. - Participate in team meetings and training sessions. - Track and report reoccurring issues or opportunities for process improvement. 4. Administrative & Office Management Support: - Oversee daily office operations to ensure organized and efficient work environment. - Manage office supplies, equipment, and vendor coordination. - Handling incoming and outgoing mail and packages. - Maintain calendars, including scheduling meetings, and appointments. - Prepare and distribute correspondence, reports, and presentations. - Maintain accurate records, filing systems, and data across internal platforms. - Provide administrative and coordination support for projects and internal teams. 5. Other Duties as Assigned: - Perform additional administrative or operational responsibilities as needed. - Support overall business operations and contribute to team success. KPIs & Success Metrics - Consistently meet critical deadlines and deliver tasks on schedule. - Maintain a high phone response rate and ensure timely communication. - Achieve strong customer satisfaction scores through effective service. - Demonstrate efficiency by completing tasks promptly without compromising quality. Requirements: Must-Have - 0–1 years of experience in office administration and customer service preferred. - Strong phone presence and professional, upbeat communication style. - Ability to follow instructions and scripts consistently. - Basic typing and computer proficiency (Google Suite, phone/chat tools). - High reliability and punctuality. Nice-to-Have - Experience in customer service or front desk roles. - Experience using Service Titan or other scheduling/CRM tools Pay: $22.00-$24.00 per hour Work Location: In person Apply on Kit Job: kitjob.ca/job/2nxs0w