About ECT

At Elder Care Transitions (ECT), we support older adults and their families through one of life’s biggest transitions—leaving a long-time home. Our work is equal parts logistical and emotional, and we approach it with care, empathy, and a strong commitment to doing things right.

We’re a small, close-knit team that takes pride in what we do. We value clear communication, attention to detail, and showing up for each other. If you’re someone who likes being the person that keeps everything running smoothly, you’ll fit right in here.

The Role

We’re looking for an Office Administrator who can be the steady, organized backbone of our day-to-day operations.

This role is a mix of client communication, scheduling, behind-the-scenes coordination, and keeping our internal systems accurate and up to date. It’s ideal for someone who is highly organized, naturally proactive, and communicates with both clarity and kindness.

You’ll often be one of the first points of contact for our clients—so being warm, patient, and professional really matters here.

What You’ll Be Doing

Client Communication & Coordination

- Answer incoming calls and emails with professionalism and empathy
- Guide clients through next steps, timelines, and what to expect
- Send preparation emails, quotes, invoices, and follow-ups
- Be a consistent, reassuring point of contact throughout the process

Quotes & Approvals

- Build detailed client quotes using our internal spreadsheets and templates
- Work closely with the General Manager to review and finalize quotes
- Send quotes and manage follow-ups with clients

Scheduling & Logistics

- Looking ahead & anticipating needs of owner/movers/clients ie: Asking for floor plans ahead of time for purpose of consult quote, sending said floor plan to team leads on day of move




- Coordinate move dates and book elevators with condos and retirement communities
- Keep calendars accurate, detailed, and aligned with our internal systems
- Ensure all scheduling details are complete and easy for the team to follow

Administrative Support

- Keep client files organized and up to date (we use salesforce & google)
- Maintain internal trackers and databases
- Support the team with day-to-day admin needs (petty cash, parking tickets, etc.)
- Help ensure we always have accurate client contact information
- Maintaining docs on Google Drive

Tracking & Reconciliation

- Maintain content sale tracking records
- Reconcile items sold and revenue collected
- Flag and follow up on any discrepancies
- Reviewing invoices to ensure accuracy in calculations & all disbursements are accurate ie: disposal, task rabbit.

Office Operations

- Keep the office stocked, organized, and running smoothly
- Help coordinate team meetings or small events
- Support general day-to-day needs across the team
- Prep welcome items for new movers (like team t-shirts)

Furniture Rentals & Inventory

- Track inventory in storage and at retirement residences
- Maintain clear records of where items are located
- Coordinate access for charity pickups from storage

What We’re Looking For

- 5 years of administrative or office experience
- Robust organizational skills and attention to detail
- Clear, professional, and kind communication style
- High comfort level of speaking on the phone to clients & team
- Able to prioritize effectively and recognize when something needs immediate attention and will use phone is urgent situations
- Ability to manage multiple moving pieces without getting overwhelmed
- Comfort working in a fast-paced, team-focused environment
- Experience with spreadsheets and databases
- Bachelor’s degree is an asset, but not required

Pay: From $45,000.00 per year

Benefits

- On-site parking

Work Location: In person

📌 Client Coordinator (Toronto)
🏢 Elder Care Transitions
📍 Toronto