True North Cabinetry is looking for a reliable and highly organized Office Administrator / Bookkeeper and CRM Coordinator to manage the company’s bookkeeping, customer leads, CRM system, and daily office administration.
The successful candidate will be responsible for keeping the company’s bookkeeping records accurate and up to date, managing incoming leads from the initial inquiry through follow-up, and supporting the daily operation of the office and showroom.
This role requires someone who is comfortable working with numbers, customers, sales staff, project managers, suppliers, and multiple active projects.
Key ResponsibilitiesBookkeeping and Financial Administration
- Maintain accurate and up-to-date bookkeeping records.
- Enter customer payments, deposits, expenses, purchases, and supplier invoices.
- Create and send invoices, estimates, receipts, and customer statements.
- Track accounts receivable and follow up on outstanding customer balances.
- Manage accounts payable and organize supplier and subcontractor invoices.
- Reconcile bank accounts, credit cards, and company transactions.
- Maintain organized financial records and supporting documents.
- Prepare records for GST reporting, payroll, accountants, and year-end filing.
- Track employee and subcontractor hours when required.
- Ensure all financial information is entered correctly and on time.
Lead and CRM Management
- Receive and respond to new leads from phone calls, emails, the company website, social media, and other advertising platforms.
- Collect complete customer information, including name, phone number, email address, project address, and project details.
- Create customer accounts, contacts, leads, and projects in the company CRM system.
- Create and maintain accurate job numbers for each project.
- Review each lead and assign it to the appropriate salesperson, estimator, or project manager.
- Ensure assigned team members receive complete and accurate lead information.
- Track the status of each lead from the initial inquiry through estimate, follow-up, sale, and project completion.
- Follow up with customers who have not yet booked an appointment or approved an estimate.
- Follow up with salespeople and project managers regarding pending leads, estimates, appointments, and customer responses.
- Update CRM notes, tasks, appointments, documents, and project stages.
- Make sure no lead, customer inquiry, or follow-up is missed.
- Maintain clean, organized, and accurate CRM records.
Office Administration and Reception
- Act as the main office administrator and receptionist at the shop and showroom.
- Answer phone calls, emails, and customer inquiries professionally.
- Welcome customers, suppliers, subcontractors, and visitors to the shop.
- Schedule on-site estimates, showroom appointments, meetings, installations, and service visits.
- Coordinate calendars for salespeople, estimators, project managers, and installation teams.
- Organize customer contracts, quotations, change orders, invoices, drawings, and project documents.
- Assist management with document preparation, reports, filing, data entry, and general administrative duties.
- Communicate with customers regarding appointments, project updates, payments, and required documents.
- Coordinate with suppliers and subcontractors regarding orders, invoices, deliveries, and appointments.
- Maintain an organized and professional office and reception area.
- Support the management team with additional administrative duties as required.
Required Qualifications
- Previous experience in bookkeeping, office administration, or a similar position.
- Experience with QuickBooks Online or similar bookkeeping software.
- Experience using CRM or project management software.
- Strong understanding of invoicing, accounts receivable, accounts payable, and expense tracking.
- Strong computer skills, including Microsoft Office, Google Workspace, email, and spreadsheets.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- High attention to detail and accuracy.
- Comfortable speaking with customers and following up on leads and outstanding payments.
- Ability to manage several tasks, leads, and projects at the same time.
- Ability to work independently and take responsibility for assigned duties.
- Professional, dependable, punctual, and trustworthy.
- Experience in construction, renovation, cabinetry, manufacturing, or the trades is considered an asset.
Ideal Candidate
The ideal candidate is proactive, organized, and comfortable taking ownership of the company’s bookkeeping, CRM, customer follow-up, and office administration. They should be able to recognize missing information, follow up without being reminded, and make sure all customer and project records remain complete and current.
Pay: $18.00-$24.00 per hour
Application question(s):
- Do you have experience using JobNimbus or another CRM system to create customer profiles, assign job numbers, manage leads, delegate leads to salespeople or project managers, and track follow-ups? Please briefly describe your experience.
Experience:
- Office Administrator / Bookkeeper and CRM Coordinator: 3 years (required)
Work Location: In person
