Receptionist / Admin Assistant

Job summary

Manage client calls and inquiries, coordinate appointments and follow-ups, and maintain accurate client, project, and office records. Support daily operations through document preparation, deadline tracking, project workflow coordination, and communication among office staff, field personnel, and management.

Job details

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 If you are interested in this role and meet the above criteria, please click the "Apply" button to send your resume directly to Tania Christensen. Recruitment Partners Inc. is an Alberta-based, Alberta-focused recruitment firm. We are dedicated to building long-term relationships while securing top talent for Alberta's best employers. At the heart of our efforts is a collaborative, consultative approach. We are proud of our team of consultants, who come with practical business experience, a strong network of professional contacts, and are focused on what is best for both clients and candidates. We will facilitate the best fit between client and candidate. This means reduced turnover, enhanced employee engagement, increased productivity, customer satisfaction, and more. Accounting & Finance - Engineering, Sales & Operations - HR & Office Support - Technology - Contingent Workforce - Executive Search Contact us today - Your Search Partner - www.recruitmentpartners.ca

What you’ll do

Manage client calls and inquiries, coordinate appointments and follow-ups, and maintain accurate client, project, and office records. Support daily operations through document preparation, deadline tracking, project workflow coordination, and communication among office staff, field personnel, and management.

Requirements

The role seeks someone with administrative experience, strong customer service and communication skills, and the ability to prioritize, multitask, and stay composed under pressure. Candidates should be proficient with Microsoft 365 and file management systems; experience in construction, restoration, trades, or another fast-paced office environment is an asset.

Listed skills

• Customer service · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Microsoft 365 · Preferred
• Teams · Preferred
• Microsoft Excel · Preferred
• Multitasking · Preferred
• Prioritization · Preferred
• Microsoft Word · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer Service
• Professional Communication
• Call Management
• Scheduling
• Appointment Coordination
• Recordkeeping
• Document Management
• Microsoft 365
• Outlook
• Word
• Excel
• Teams
• Organization
• Prioritization
• Problem-Solving
• Multitasking

Job areas

• Administrative
• Customer Service & Support
• Construction

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