Executive Assistant / Commercial Coordinator

ExFlo Pumps Inc.

Stonewall / Winnipeg, Manitoba

Part-Time or Full-Time | Mostly Remote | Flexible Hours

Compensation based on experience and hours

About ExFlo

ExFlo Pumps Inc. is a Canadian industrial pump supplier serving the aggregate, quarry and mining industries.

We specialize in submersible dewatering and slurry pumps, but our business is built around more than simply supplying equipment. ExFlo was founded around one priority: keeping our customers’ operations flowing.

Our approach is based on three principles:

Global Experience. Local Support. Uptime Focused.

Through our relationship with IntraxGlobal, ExFlo combines globally proven pump products, engineering experience and supply-chain capability with responsive local support in Canada.

We believe the biggest costs start when a pump goes down. That means selecting the right pump for the application, keeping critical parts accessible, responding quickly when problems arise, and staying involved until the issue is resolved.

ExFlo is still in the early stages of growth, which means the person joining us in this role will have the opportunity to help build the systems, processes and culture of the company from the ground up.

Keep It Flowing™

The Opportunity

We are looking for a highly organized and proactive Executive Assistant / Commercial Coordinator to work closely with the company founder and help manage the day-to-day execution of the business.

This is not a traditional administrative assistant role.

The right person will become a central part of ExFlo, helping manage priorities, customers, sales opportunities, systems, projects and follow-up across the business.

The role is intentionally broad and will suit someone who enjoys variety, responsibility and working in a growing entrepreneurial company.

Position Structure

We are open to either a part-time or full time arrangement, depending on the candidate.

The position will be primarily remote, with occasional in-person work in the Stonewall / Winnipeg area for meetings, planning sessions and projects where working together in person makes sense.

Hours can be reasonably flexible. However, some availability during normal business hours will be required to support customers, suppliers and daily business activities.

For the right person, both the role and the hours can grow as ExFlo grows.

Key Responsibilities The position has three main areas of responsibility:

1. Executive Support

Help keep the founder focused on the highest-value priorities by managing and organizing:
- Email inbox and correspondence
- Calendar and meeting scheduling
- Travel arrangements
- Meeting preparation and follow-up
- Task and priority management
- Documents, files and general administration
- Follow-up on commitments and outstanding items
- Keeping important priorities from falling through the cracks

The goal is to create structure, clarity and follow-through around a fast-moving workload.
1. Commercial & Sales Coordination

Support the sales process and help ensure opportunities are properly tracked and followed through.

Responsibilities may include

- Maintaining HubSpot CRM
- Creating and updating contacts, companies, deals and opportunities
- Tracking quotes and customer follow-ups
- Helping prepare quotations and sales documents
- Maintaining accurate opportunity information and next steps
- Following up on open sales actions
- Coordinating customer and supplier information
- Maintaining sales pipeline information and reporting




- Ensuring legitimate opportunities do not get missed or forgotten

This role will work closely with the founder and become an important part of keeping the sales process organized and moving forward.
1. Business Operations & Projects

As ExFlo grows, this person will also help develop and manage the systems behind the company.

Responsibilities may include

- Coordinating weekly EOS / Level 10 meetings
- Tracking action items and accountability
- Coordinating projects and deadlines
- Managing outside contractors and virtual assistants
- Supporting purchasing and supplier communication
- Assisting with logistics and order coordination
- Maintaining procedures and internal documentation
- Helping coordinate inventory, service and customer support activities
- Improving internal systems and workflows
- Taking ownership of special projects as required

Who We’re Looking For We are looking for someone who is:
- Exceptionally organized
- Proactive rather than reactive
- Strong at following through and closing loops
- Comfortable working independently
- Confident communicating with customers and suppliers
- Comfortable working directly with a company founder
- Able to manage multiple priorities at once
- Detail-oriented without losing sight of the bigger picture
- Comfortable in a fast-moving entrepreneurial environment
- Capable of creating structure where structure does not yet exist
- Interested in taking on more responsibility as the company grows

You should be the type of person who notices something needs to be done, takes ownership of it and sees it through. Strong judgment, initiative and reliability will matter as much as specific industry experience.

Experience & Skills

Experience with some or all of the following would be an asset:

- Executive Assistant experience
- Office management
- Sales administration
- Commercial coordination
- CRM systems such as HubSpot
- Microsoft Outlook
- Microsoft Teams
- Microsoft Excel and Word
- Quote preparation
- Project or task management
- EOS / Traction
- Industrial, construction or equipment-related businesses

Industrial experience is helpful but not required. We are more interested in finding a capable person who can learn quickly, stay organized and take ownership.

What This Role Could Become

This position is being created at an early stage of ExFlo’s growth.

For the right person, there is significant opportunity to grow beyond an Executive Assistant role and eventually take responsibility for broader areas such as:

- Commercial Operations
- Business Operations
- Office Management
- Sales Administration
- Customer and supplier coordination

We are looking for someone who wants to help build a company, not simply fill an administrative position.

Work Arrangement

- Part-time or full-time
- Flexible hours
- Primarily remote
- Some availability required during normal business hours
- Occasional in-person work in the Stonewall / Winnipeg area
- Opportunity for hours and responsibilities to increase over time

Compensation Compensation will depend on experience, capability and the agreed-upon hours.

We are open to either:

- An hourly arrangement for part-time candidates, or




- A salaried structure for full-time candidates

Compensation will be competitive for the right person and will reflect the level of responsibility they are capable of taking on.

How to Apply

Please submit your resume along with a short note answering the following:
- Why does this type of role interest you?
- What makes you exceptionally organized?
- Give an example of a role where you were responsible for keeping a person, team or business organized and accountable.
- Are you looking for part-time or full-time work, and approximately how many hours per week would you ideally like to work?

We are less interested in a generic cover letter and more interested in understanding how you work, how you think and what kind of responsibility you are comfortable taking on.Job Summary We are seeking a dynamic and highly organized Executive Assistant / Commercial Coordinator to join our team. This pivotal role combines administrative excellence with commercial support, ensuring smooth daily operations and effective coordination across departments. The ideal candidate will be proactive, detail-oriented, and possess exceptional communication skills to support executive leadership and facilitate business processes.

This paid position offers an exciting opportunity to contribute to a thriving organization while developing your professional skills in a fast-paced environment.

Duties

- Provide comprehensive administrative support to executive leadership, including managing calendars, scheduling meetings, and coordinating appointments using Microsoft Outlook Calendar.
- Handle incoming calls with professionalism, demonstrating excellent phone etiquette and multi-line phone system management.
- Perform data entry, maintain accurate filing systems, and assist with document proofreading to ensure clarity and precision in all communications.
- Manage bookkeeping tasks using QuickBooks, including invoicing, expense tracking, and basic financial record keeping.
- Support commercial activities by coordinating contracts and documents through electronic signature platforms such as DocuSign.
- Assist with front desk responsibilities, greeting visitors, managing office supplies, and maintaining a qualified reception area.
- Organize and maintain files, records, and correspondence both physically and digitally via Google Workspace and Microsoft Office applications.

Requirements

- Proven clerical or administrative experience in an office setting with strong organizational skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools.
- Experience with QuickBooks for bookkeeping and basic financial management.
- Excellent typing speed and data entry accuracy to handle various administrative tasks efficiently.
- Strong customer service skills combined with professional phone etiquette for interacting with clients, vendors, and team members.
- Familiarity with multi-line phone systems and front desk operations.
- Attention to detail for proofreading documents and maintaining precise records.
- Ability to manage multiple priorities simultaneously while demonstrating excellent organizational skills.

Join us to be part of a vibrant team that values initiative, professionalism, and dedication! This role offers the chance to develop your career in a supportive environment where your contributions truly matter. Pay: $46,856.78-$88,185.27 per year

Benefits

- Flexible schedule
- Work from home

Work Location: Hybrid remote in Stonewall, MB

📌 Executive Assistant / Commercial Coordinator (Stonewall)
🏢 ExFlo Pumps
📍 Stonewall