Part-Time Client Services & Administrative Assistant
Royal Homes Cottage Country — Minden, Ontario
Job Type: Part-time, on-site
Pay: hourly range based on experience
Job Summary
Royal Homes Cottage Country is seeking a dependable, organized and personable Part-Time Client Services & Administrative Assistant to support our Minden Sales Centre.
This is a client-facing position. The successful candidate will often be the first person to welcome prospective clients, answer their questions and help them take the next step toward building a new home or cottage.
The position combines reception, customer service, client follow-up, file organization and general office administration. We are looking for someone who communicates professionally, pays close attention to details and can keep multiple client files and follow-up items organized.
Schedule
Regular office hours are:
- Monday to Friday: 9:00 a.m. to 4:00 p.m.
- Saturday: 10:00 a.m. to 4:00 p.m.
This position requires a minimum of approximately three scheduled shifts per week, including availability for approximately two Saturdays per month. Regular workdays will be established with the successful candidate.
Additional hours may occasionally be available for vacation coverage, home shows, special events or busy periods.
Responsibilities
- Welcome clients and visitors and create a positive, professional first impression.
- Answer incoming telephone calls, transfer calls and take complete messages.
- Respond to general inquiries by phone, email and in person using approved company information.
- Collect and accurately record information from new client inquiries.
- Schedule appointments and send confirmations, reminders and approved follow-up communications.
- Keep track of outstanding client questions, documents, decisions and next steps.
- Prepare a weekly client-status and follow-up report for Mike and Tanya.
- Maintain organized and accurate electronic and paper client files.
- File plans, correspondence, invoices, receipts, selections and signed documents.
- Prepare client folders and meeting materials before appointments.
- Maintain supplies of brochures, information packages, guest-registration forms and office materials.
- Keep the sales centre and colour-selection room clean, organized and ready for clients.
- Track discontinued, damaged, missing and newly received colour samples.
- Assist with proofreading, correspondence, scanning, printing, photocopying and data entry.
- Receive and organize mail, deliveries, invoices and receipts.
- Process approved bills and invoices as directed.
- Maintain confidentiality of all client, financial and company information.
- Perform other reasonable duties related to client service, office administration and sales-centre support.
Gravenhurst Sales Centre
Royal Homes Cottage Country also supports the Gravenhurst Sales Centre. Occasional travel to Gravenhurst may be required for meetings, colour-room updates or office coverage.
Transportation will normally be provided when travelling with Mike or Tanya. When the employee is authorized to use their own vehicle for business travel, mileage will be reimbursed at the agreed company rate.
QualificationsRequired
- Excellent customer-service and interpersonal skills.
- Professional telephone, email and in-person communication.
- Strong organizational skills and attention to detail.
- Dependability and the ability to follow through on assigned tasks.
- Confidence using computers, email, calendars, documents and spreadsheets.
- Working knowledge of Microsoft Office and/or Google Workspace.
- Accurate data-entry, spelling and proofreading skills.
- Ability to manage several active files and follow-up items at once.
- Ability to work independently when Mike and Tanya are unavailable.
- Good judgment when handling confidential or sensitive information.
- Availability for approximately two Saturdays per month.
- Professional business-casual appearance appropriate for a client-facing sales centre.
Preferred
- Previous experience in office administration, reception or customer service.
- Experience in construction, home design, real estate or professional sales.
- Experience maintaining electronic and paper filing systems.
- Experience with client-tracking or CRM software.
- A valid driver’s licence and reliable access to transportation.
Important Role Expectations
The successful candidate will provide general information, collect project details, schedule appointments and help clients remain organized.
Pricing, contracts, technical advice, design approvals and commitments regarding construction or delivery schedules will be handled by Mike or Tanya.
Join our local team and play an important role in creating an organized, welcoming and professional experience for clients building their new home or cottage.
How to apply:
Contact Tanya at [email protected] with copy of resume by email.
Only qualified candidates will be contacted
Pay: $19.00-$22.00 per hour
Work Location: In person
