Receptionist / Admin Assistant

Receptionist / Admin Assistant

Our client is seeking a Receptionist / Admin Assistant to support daily office operations, customer communication, and project coordination within a fast-paced environment. This role is responsible for managing client inquiries, coordinating schedules, maintaining organized records, and supporting operational workflows. The ideal candidate will bring strong administrative experience, excellent communication skills, and the ability to remain organized and professional under pressure.

Your success will be defined by your ability to:

• Manage incoming client calls, inquiries, and day-to-day office communication in a professional manner
• Maintain composure and professionalism during busy periods and high call volumes
• Identify client concerns, answer general inquiries, troubleshoot basic issues, and escalate matters when necessary
• Coordinate scheduling, appointment confirmations, updates, and customer follow-ups efficiently
• Ensure all client concerns and requests are handled promptly with proper follow-through
• Build and maintain strong working relationships with customers, vendors, subcontractors, and internal teams
• Maintain accurate and organized client, project, and office records within company systems
• Organize, scan, upload, and maintain important digital and physical documentation
• Prepare and distribute reports, forms, correspondence, and internal documentation as needed
• Track incoming mail, office deliveries, and related documentation accurately
• Support operational processes by monitoring deadlines, pending tasks, and follow-up items
• Assist with communication and coordination between office staff, field personnel, and management
• Support project scheduling and workflow coordination for daily operations
• Assist with general administrative duties and special projects as assigned

Your strengths include:

• Previous experience working in construction, restoration, trades, or other fast-paced office environments
• Strong customer service and communication skills with a professional and confident approach
• Ability to prioritize tasks effectively while working with urgency and accuracy
• Excellent organizational skills with strong attention to detail and follow-through
• Strong problem-solving skills and the ability to handle routine customer or scheduling concerns independently
• Ability to multitask and adapt to frequent interruptions and changing priorities
• Proficiency with Microsoft 365 applications including Outlook, Word, Excel, Teams, and file management systems
• Strong typing, computer navigation, and administrative support skills
• Ability to work independently while supporting a collaborative operations team
• Professional demeanor with the ability to stay calm and composed under pressure
• Strong reliability, accountability, and consistent attendance