Office Admin / Estimator

Job Description

Job Description

Job Good! Life Good!

The Headhunter Group is an innovative Staffing and Recruiting Company operating in Canada Albania, Kosovo, Montenegro, Macedonia, Bosnia & Herzegovina, Serbia, Cyprus, Greece, and USA. We offer the newest mentality in the Staffing industry, and our core business is centered on candidates and Clients.

ABOUT THE COMPANY

Essential Painting Pro is a professional residential and commercial painting company based in Toronto. We are known for quality workmanship, reliability, and excellent customer service.

JOB SUMMARY

We are seeking a detail-oriented and proactive Office Administrator & Estimator to support daily office operations and prepare accurate estimates for painting projects. This role is essential in coordinating administrative tasks, customer communication, and project estimating to support business growth.

KEY RESPONSIBILITIES

Office Administration

Act as the first point of contact for clients via phone, email, and in person

Manage scheduling, emails, filing, and data entry

Coordinate site visits and appointments

Maintain organized project files, invoices, contracts, and documentation

Communicate with customers regarding timelines and project updates

Assist with invoicing, purchase orders, and supplier coordination

Estimating, Bidding & Project Support

Prepare accurate estimates and quotes for residential and commercial painting projects

Conduct site visits to assess scope, materials, labor, and surface conditions

Create detailed scopes of work, proposals, and cost breakdowns

Assist in the preparation and submission of bidding and tender documents, including RFQs, RFPs, and supporting documentation

Review bid requirements, deadlines, and compliance criteria

Coordinate supporting documents such as insurance certificates, company profiles, and pricing schedules

Present and explain estimates and proposals to clients

Track costs and support a smooth transition from estimate and bid award to project execution

SKILLS & QUALIFICATIONS

Diploma in Business Administration, Office Administration, or a related field (required)

Minimum 2 years of experience in office administration or a similar role

Experience in estimating, bidding, or construction-related environments is an asset

Proficiency in Microsoft Office (Word, Excel)

Strong communication, organizational, and time-management skills

PERSONAL ATTRIBUTES

Professional, reliable, and customer-focused

Highly organized with strong attention to detail

Ability to work independently and manage multiple priorities in a fast-paced environment

WHAT WE OFFER

Competitive compensation

Growth and development opportunities

Supportive and professional work environment