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<img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXeMrK1ZeeenO4GNEz8CxKtUMrQ63DnSoqHOKvgdj22wL-6iWTga4dmpKHK0idMs3HmRt7an6xStrgbh6yLLhNbAt0haEcAN9q0fAXOQFb2FhK-lnPgUZ41DqHLaZ8TPOfRKyNMOsw?key=OpjDxWsRju_uNBytxKiJpQ" height="53" width="151">Ever After Homes <h2 style="margin-bottom: 0pt; margin-top: 0pt;">Administrative Coordinator (Construction)</h2><h2 style="margin-bottom: 0pt; margin-top: 0pt;"> </h2>Local Administrative CoordinatorEver After Custom Homes Location: Burlington / Waterdown / Hamilton areaPosition Type: Part-Time to Full-TimePay Range: $23 - $28 CAD, per hour, depending on experiencePotential Growth: $30+ CAD, per hour, for the right candidate with strong construction, bookkeeping, CRM, or client-care experience. About Ever After Custom HomesEver After Custom Homes is a custom home builder serving Burlington, Hamilton, Oakville, Mississauga, Waterdown, and surrounding areas. We specialize in custom homes, large renovations, additions, and development projects. We are growing and looking for a highly organized, local administrative coordinator to support our team, improve communication, and help keep projects, clients, and internal systems running smoothly. This role is ideal for someone detail-oriented, reliable, friendly, organized, and comfortable supporting a busy construction and design office. Role OverviewThe Local Administrative Coordinator will support the Ever After Homes team with day-to-day administrative tasks, client communication, scheduling, CRM updates, project documentation, file organization, trade/vendor coordination, and general office support. This is a local, hands-on administrative role. Some tasks can be completed remotely, but the successful candidate must be available for local errands, in-person meetings, document drop-offs, client gift coordination, office organization, and occasional project-related support. Key ResponsibilitiesAdministrative Support<ul><li>Manage general email inboxes and help ensure messages are responded to or assigned promptly.</li><li>Organize digital files, client folders, project documents, permits, drawings, photos, quotes, and contracts.</li><li>Assist with calendar management, meeting scheduling, reminders, and follow-ups.</li><li>Prepare meeting notes, agendas, task lists, and internal updates.</li><li>Track deadlines and help ensure important items are not missed.</li><li>Support basic data entry in CRM, JobTread, Google Workspace, spreadsheets, and internal systems.</li></ul>Client Care<ul><li>Assist with client updates, appointment scheduling, reminders, and follow-up communication.</li><li>Coordinate client gifts, welcome packages, project milestone touches, and thank-you notes.</li><li>Help maintain a professional and warm client experience from inquiry through project completion.</li><li>Support the team with homeowner selections, meetings, and documentation as needed.</li></ul>Project and Construction Admin<ul><li>Help keep project files, selections, quotes, invoices, permits, and documentation organized.</li><li>Follow up with trades, vendors, consultants, and suppliers for missing information.</li><li>Assist with tracking project tasks, small work orders, receipts, warranty items, and deficiencies.</li><li>Support the project manager and site supervisor by helping ensure admin items are documented and followed up on.</li></ul>Sales and Marketing Admin<ul><li>Assist with CRM updates, lead tracking, contact lists, and follow-up reminders.</li><li>Help maintain vendor and trade partner lists.</li><li>Support the preparation of client packages, presentations, proposals, and printed materials.</li><li>Coordinate local errands related to signage, print materials, samples, gifts, or events.</li></ul>Office and Local Support<ul><li>Run occasional local errands, including document drop-offs, sample pick-ups, printing, client gifts, and office supplies.</li><li>Help organize physical files, samples, office materials, and client presentation items.</li><li>Assist with preparing for client meetings, team meetings, and events.</li></ul>Ideal CandidateThe right person for this role is:<ul><li>Highly organized and detail-oriented.</li><li>Friendly, professional, and comfortable communicating with clients, trades, and team members.</li><li>Proactive and able to follow up without being constantly reminded.</li><li>Comfortable using technology and learning new systems.</li><li>Local to Burlington, Waterdown, Hamilton, or surrounding areas.</li><li>Able to work independently while still being part of a team.</li><li>Calm under pressure and able to manage multiple small tasks at once.</li><li>Interested in home building, design, real estate, construction, or project coordination.</li></ul>Required Skills and Experience<ul><li>Previous experience in administration, office coordination, client care, real estate, construction, design, or a related field.</li><li>Strong written and verbal communication skills.</li><li>Comfortable with Google Workspace, Gmail, Google Calendar, spreadsheets, and cloud-based file systems.</li><li>Strong attention to detail and follow-through.</li><li>Ability to manage confidential client and business information professionally.</li><li>Valid driver's license and access to a vehicle for local errands and occasional in-person tasks.</li></ul>Nice-to-Have Experience<ul><li>Construction, renovation, design, real estate, or property management experience.</li><li>Experience with CRM systems, JobTread, QuickBooks, Canva, GoHighLevel, or project management software.</li><li>Basic bookkeeping or invoice tracking experience.</li><li>Experience coordinating trades, vendors, or client appointments.</li><li>Social media or marketing admin support experience.</li></ul>Key Performance Indicators Success in this role will be measured by:Inbox and Communication Management<ul><li>Client, trade, and internal emails are responded to, assigned, or flagged within 1 business day.</li><li>Important follow-ups are tracked and not missed.</li></ul>CRM and Contact Accuracy<ul><li>Leads, client contacts, vendor contacts, and follow-up tasks are kept accurate and up to date.</li><li>New inquiries are entered into the system within 1 business day.</li></ul>Project Documentation<ul><li>Project files, permits, drawings, quotes, invoices, photos, and selections are organized and easy for the team to find.</li><li>Missing documents are followed up on weekly.</li></ul>Calendar and Scheduling Support<ul><li>Meetings, reminders, client appointments, and internal deadlines are accurately scheduled.</li><li>Team members receive the information they need before meetings or appointments.</li></ul>Task Follow-Through<ul><li>Assigned admin tasks are completed by deadline or proactively flagged if delayed.</li><li>Weekly task lists are reviewed and updated.</li></ul>Client Experience<ul><li>Client touchpoints, gifts, updates, and follow-ups are handled professionally and on time.</li><li>Clients receive a warm, organized, and polished experience.</li></ul>Vendor and Trade Support<ul><li>Vendor lists, trade contacts, pricing follow-ups, and partner information are kept current.</li><li>Follow-ups with vendors and trades are completed within agreed timelines.</li></ul>Team Support<ul><li>The project manager, site supervisor, designer, and ownership team have better visibility into outstanding admin items.</li><li>The team spends less time chasing paperwork, missing information, or unassigned follow-ups.</li></ul>Compensation<ul><li>Pay range is $23 - $28 CAD, per hour, depending on experience.</li><li>Candidates with strong construction administration, design coordination, bookkeeping, CRM, or client-care experience may be considered at a higher rate.</li></ul> ScheduleThis role can begin part-time and grow into a full-time position as the company continues to expand. We are open to discuss a schedule that works for the right candidate, but availability during regular business hours is required.

Administrative Coordinator (Construction)

As this is a hybrid role, the ability to commute is required. Are you able to commute in the Greater Toronto Hamilton area, as needed?

Are you available to handle local errands, assist with office organization, and provide project‑related support when needed?

How many years of experience do you have in a similar role or industry?

Are you experienced with administrative tasks like client communication, scheduling, CRM updates, documentation, file organization, vendor coordination, and office support?

Administrative Coordinator (Construction)

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