Admin Assistant / Front Desk Coordinator (Full-Time) Location SafeStep Building Treatments Inc
In Office
744 Baker Crescent
Kingston, Ontario
Company Overview
Since 1995, SafeStep Building Treatments Inc. has been an innovative leader in basement waterproofing, water control systems, concrete repairs, and concrete raising.
We serve residential, commercial, and industrial customers throughout the Kingston region and pride ourselves on delivering reliable solutions and exceptional customer service.
As the first point of contact for many of our customers, the Front Desk Coordinator plays a critical role in ensuring every client has a professional, helpful, and positive experience with our company.
Position Summary The Admin Assistant / Front Desk Coordinator is the first voice and face customers encounter when interacting with SafeStep.
This role manages daily front office operations including answering phones, responding to emails, greeting visitors, scheduling jobs, and supporting bookkeeping functions.
In addition to administrative responsibilities, this role also plays an important part in initial customer engagement and sales support -- helping qualify inquiries, understanding customer needs, and ensuring potential clients are properly guided through the first steps of working with SafeStep.
The ideal candidate is organized, professional, friendly, and confident speaking with customers while keeping operations running smoothly behind the scenes.
Key Responsibilities Front Desk & Customer Experience Answer incoming phone calls and direct them appropriately
Respond promptly and professionally to customer emails and online inquiries
Greet customers and visitors arriving at the office
Create a welcoming and professional first impression for all clients
Provide basic information about SafeStep services and solutions
Ensure all customer interactions are handled with professionalism and care
Scheduling & Operations Support Schedule inspections, estimates, and job appointments




Coordinate scheduling between customers and field staff
Maintain accurate scheduling calendars
Update customer information and job details in company systems
Assist with job documentation and internal communications
Customer Inquiry & First-Level Sales Support Speak with potential customers to understand their needs and concerns
Ask key qualifying questions when customers call or email about services
Clearly explain next steps in the service process (inspection, quote, scheduling)
Capture and organize new customer inquiries and leads
Help move potential customers from inquiry to scheduled consultation
Maintain a positive and helpful tone that builds trust with customers
Identify urgent service needs and elevate when required
Administrative & Data Management Perform data entry and maintain accurate customer records
Organize and maintain digital and physical files
Support internal reporting and documentation
Assist management with administrative tasks as needed
Accounting Support Assist with accounts receivable and accounts payable
Enter invoices and payments into QuickBooks Online
Support bookkeeping processes and maintain organized financial records
Assist with billing and payment follow-ups when required
Qualifications Excellent communication and interpersonal skills
Friendly and skilled phone presence
Strong organizational and time management skills
Ability to multitask and manage multiple priorities
High attention to detail and accuracy
Strong customer service mindset
Comfortable speaking with customers and guiding conversations
Ability to work independently and take initiative
Construction or home services industry experience considered an asset
Technical Skills QuickBooks Online
Microsoft Office (Word, Excel, Outlook)
Email and calendar management systems
Basic CRM or scheduling software experience preferred
Key Competencies Professional communication
Customer-first mindset
Problem solving
Organization and time management
Attention to detail
Confidentiality and integrity
Reliability and accountability
Hours Full-Time

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📌 Admin Assistant / Front Desk Coordinator (Full-Time) (Ontario)
🏢 ODM
📍 Ontario