Front Office & Client Support
Overview
We are seeking a highly organized and detail-oriented administrative professional responsible for supporting day-to-day office operations, client communication, sales processes, and company culture. This in-office role serves as the first point of contact for incoming calls and visitors, while also coordinating office supplies, managing mail and inventory, and maintaining accurate client records. The position supports sales through quote and invoice preparation, assists with accounts receivable by processing payments and monitoring balances, and plays a key role in tracking client assets and maintaining accountability across systems. This role is also key in creating a positive, engaging, and connected workplace environment to bring the Rock Solid team together by supporting management in planning and organizing team-building events, social activities, and employee engagement initiatives.
Responsibilities
Front Office & Client Support
- Answer incoming calls – first in line to pick up calls
- Create and update service tickets using our software based on calls & emails to admin
- Greet and assist clients – in office
- Provide general support to staff
- Assist brainstorming and planning company culture events that boost the team
Office & Inventory Coordination
- Oversee office supply stocking with Procurement Team & Management
- Receive, sort, and stock packages – coordinate with Procurement Team
- Quarterly Inventory Management – counts etc.
- Assist with management of client assets by identifying inactive machines and contacting clients to confirm ownership and status – using our software
- Assist in shipping parcels via Purolator login
- Receive and process mail
- Maintain accurate client contact records in our software – partly set up with AI
Accounting Support
- Monitor accounts receivable (A/R) - Monthly
- Run monthly Managed Product Reports – Assisting Accounts Management & Procurement
- Process payments in QuickBooks – Assisting Procurement & Management
- Process payments online – Synchronizes with QBO
Sales Support
- Build quotes in software to assist Account Management team on days main procurement person isn’t working
- Receive orders when they arrive as mentioned under Office & Inventory Coordination
Qualifications
- Strong computer skills, including learning and adopting AI in the workplace
- Excellent organizational skills with the ability to manage multiple tasks efficiently
- Attention to detail and high level of accuracy in data entry and financial reporting
- Strong communication skills needed verbally and in written communication
- Ability to work independently and as part of a team
- Prior experience in an administrative role is desirable
- Need a passion to fill this central role that helps keep daily business functions running smoothly and accurately
- We value professionalism, accuracy, and proactive problem-solving in our team members
Pay: From $22.00 per hour
Benefits:
- Company events
- Company pension
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
