Job Summary

We are seeking a energetic and detail-oriented Customer Service & Administrative Coordinator to join our team. In this vital role, you will serve as the first point of contact for clients and visitors, providing exceptional customer support while managing a variety of administrative tasks. Your energetic approach and organizational skills will ensure smooth daily operations, foster positive relationships, and support the overall efficiency of our office environment.

This paid position offers an exciting opportunity to develop your administrative expertise while delivering outstanding service to our community.

Responsibilities

- Answer incoming customer calls professionally and courteously.
- Monitor the company email inbox throughout the day and ensure customer emails are answered promptly.
- Read and understand customer requests, questions, and concerns before responding.
- Write clear, professional, and properly formatted email responses.
- Respond to customers regarding appointment bookings, estimates, repair status, parts availability, invoices, payments, and general inquiries.
- Follow up on emails that require additional information from customers, technicians, suppliers, or management.
- Make sure no customer email or inquiry is left unanswered.
- Keep email conversations organized and ensure important information is recorded in the appropriate customer/job file.
- Use professional judgment when responding to customer complaints or sensitive situations and escalate issues to management when necessary.
- Send appointment confirmations, repair updates, estimates, invoices, receipts, and other customer communications as required.
- Maintain a professional and friendly tone in all written communication.
- Proofread emails before sending to ensure they are clear, accurate, and free of spelling and grammatical errors.

Customer Follow-Up

- Follow up with customers after diagnostic appointments.
- Follow up on pending repair estimates and approvals.
- Follow up when parts are ordered, received, delayed, or discontinued.




- Contact customers to schedule return visits when parts are available.
- Follow up on outstanding payments and invoices.
- Follow up on missed appointments and rescheduling.
- Maintain a list of outstanding customer issues and make sure they are followed through to completion.

Administrative & Financial Records

- Maintain organized customer, technician, and company files.
- Create and maintain work orders, estimates, invoices, receipts, and other documents.
- Organize company bills, receipts, expenses, and supplier invoices.
- Track outstanding invoices and payments.
- Assist with accounts payable and accounts receivable.
- Maintain organized records for bookkeeping, GST, and year-end tax preparation.
- Prepare and organize documents requested by the company's accountant.
- Enter expenses and financial information accurately.
- Maintain digital and physical filing systems.
- Assist management with general office administration and other duties as required.

Experience

- Proven office experience with strong organizational skills and attention to detail
- Familiarity with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace tools
- Experience using QuickBooks or similar bookkeeping software is preferred
- Prior customer service experience in a professional setting is essential
- Knowledge of multi-line phone systems and front desk procedures is highly desirable
- Clerical experience including filing, data entry, proofreading, and document management required
- Previous medical or dental office experience is a plus but not mandatory; training will be provided for the right candidate
- Demonstrated ability to handle multiple tasks efficiently while maintaining professionalism and excellent communication skills

Join us in creating a vibrant environment where exceptional service meets seamless administration! This role offers a rewarding chance to grow your career in a supportive setting that values initiative, organization, and positive energy. Pay: $16.50-$19.00 per hour

Expected hours: No less than 44.0 per week

Benefits

- Dental care
- Extended health care
- On-site parking

Work Location: In person

📌 Customer Service & Administrative Coordinator (Sherwood Park)
🏢 FixNow Appliances
📍 Sherwood Park