Job Title: Office Administrator / Office Coordinator

Location: Mississauga, ON

Company: NorthRef

About Us: NorthRef is dedicated to delivering top-quality refrigeration systems and exceptional service through a comprehensive turnkey solution. Our skilled team ensures precision and efficiency in every project, from installation to ongoing support. We pride ourselves on fostering a collaborative and supportive work environment, grounded in our core values of quality, respect, integrity, trust, and excellence. As we continue to grow, we remain focused on providing innovative solutions and outstanding service to our clients.

Position Summary
We are seeking a motivated and detail-oriented Office Administrator/Coordinator to join our team. In this role, you will be responsible for managing office operations, handling client communications, processing orders, and supporting our installation team. The ideal candidate will be organized, proactive, and capable of managing multiple tasks efficiently.

Key Responsibilities:

Client Communication: Handle client inquiries and provide updates on project status via email, phone, and meetings.
Scheduling and Coordination: Schedule and coordinate site visits, installations, and appointments; maintain and update the company calendar.
Documentation and Paperwork: Process and manage all paperwork related to sales, installations, and service agreements; ensure accurate completion and filing of documents.
Creating and Sending Estimates: Prepare and send estimates to clients based on project requirements; follow up with clients to address any questions or adjustments.
Invoicing and Payments: Generate and send invoices to clients; follow up on payments and manage accounts receivable.
Reporting and Records: Maintain accurate records of sales, installations, and service activities; prepare and generate reports as needed.
Support for Installation Managers: Provide logistical and administrative support to installation managers; assist with project documentation and timelines.
Customer Service: Deliver high-quality customer service and address client issues or complaints promptly.

Skills and Qualifications:

High school diploma or equivalent; Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field preferred.
Previous experience in office administration or a similar role, preferably within the refrigeration or construction industry.
Strong verbal and written communication skills.
Excellent organizational and multitasking abilities.
Proficiency in office software (e.g., Google Workspace, Quickbooks) and document management systems.
Accuracy in handling paperwork, invoicing, and record-keeping.
Ability to coordinate scheduling and manage appointments effectively.
Strong customer service skills and problem-solving abilities.
Familiarity with order processing systems and financial transactions.
Attention to detail and ability to maintain organized records.

Experience:

Office admin: 1 year (required)
Refrigeration or construction industry (preferred)

If you are a proactive individual with excellent organizational skills and the ability to multitask in a fast-paced environment, we encourage you to apply for this rewarding opportunity as an Office Administrator.

Job Type: Part-time

Pay: $19.00-$23.00 per hour

Expected hours: 20 – 40 per week

Benefits:

On-site parking

Schedule:

Monday to Friday

Education:

Secondary School (preferred)

Experience:

Administrative experience: 1 year (required)
Office experience: 1 year (required)

Work Location: Hybrid remote in Mississauga, ON L5T 2G5

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Office Administrator