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First seen by our source: 2 hours ago

Office Administrator

@ FixOnto

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Oakville, Ontario

Full-time
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SIGNALS

Overview

FixOnto is hiring a full-time Office Administrator & Customer Service Coordinator in Oakville, ON, Monday to Friday 9:00 AM to 5:00 PM, in-office. The role covers phone and email inquiries, scheduling, invoices, quotations and coordination across several businesses sharing one office.

Responsibilities:

  • Answer calls and respond to customer inquiries
  • Prepare and send invoices, quotations and estimates
  • Schedule appointments, service calls and inspections
  • Coordinate with customers, technicians and contractors
  • Maintain customer, job and invoice records

Requirements summary:

  • Strong communication and customer service skills
  • Organized with good attention to detail
  • Comfortable preparing invoices and quotations
  • Familiar with Microsoft Office, Google Workspace and spreadsheets
  • Office administration experience preferred
  • HVAC, plumbing or home services experience an asset

Tools & skills

Microsoft OfficeGoogle WorkspaceSpreadsheetsEmail
Source and dates

Source type not verified · apify-linkedin

Employer posting date
Not provided
First seen by our source
2026-11-14
Source record updated
2026-11-14

These dates describe the source record, not a live verification that the employer is still hiring. Check the original posting.

Job details

SeniorityEntry level
DepartmentAdministrative
Hours per week40
Scheduleday
Travelair: none · ground: none
Work settingOffice
PositionMostly sitting
Physical demandsphysical low · computer high
LanguagesEnglish

Summary and details written by AI from the posting; the employer’s posting is the authority.

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Job description

Office Administrator & Customer Service Coordinator

Location: 2578 Bristol Circle, Oakville, ON

Job Type: Full-Time, In-Office

Schedule: Monday to Friday, 9:00 AM – 5:00 PM

About the Role

We are looking for a friendly, organized, and dependable Office Administrator & Customer Service Coordinator to support the day-to-day operations of our Oakville office.

This role supports multiple businesses operating from the same location and combines office administration, customer service, scheduling, invoicing, quotations, and general coordination.

You will be communicating with customers, technicians, contractors, and management, while helping ensure inquiries, appointments, quotations, invoices, and follow-ups are handled smoothly.

There is no cold calling involved. However, you should be comfortable speaking with customers, explaining services, following up on quotations, and helping turn incoming inquiries into confirmed bookings.

Responsibilities

  • Answer incoming calls and respond to customer inquiries by phone and email.
  • Prepare and send invoices, quotations, and estimates.
  • Schedule appointments, service calls, inspections, and meetings.
  • Coordinate with customers, technicians, contractors, and management.
  • Follow up on quotations and outstanding invoices when required.
  • Assist with scheduling and basic dispatch coordination.
  • Maintain accurate customer, job, invoice, and quotation records.
  • Handle data entry, filing, document preparation, and general administrative tasks.
  • Respond to incoming leads and explain services to interested customers.
  • Follow up with existing customers and leads.
  • Assist management with general administrative and operational tasks.

What We’re Looking For

  • Previous experience in office administration, customer service, coordination, or a similar role is preferred.
  • Strong communication and customer service skills.
  • Organized with good attention to detail.
  • Comfortable managing multiple responsibilities.
  • Comfortable preparing invoices and quotations.
  • Familiarity with Microsoft Office, Google Workspace, spreadsheets, and email.
  • Reliable, punctual, and able to work independently.
  • Experience in HVAC, plumbing, construction, home services, or property-related businesses is an asset but not required.

If you are organized, approachable, and enjoy working in a fast-moving office environment, we’d love to hear from you.

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