Ever After Homes

Administrative Coordinator (Construction)

Local Administrative Coordinator

Ever After Custom Homes

Location: Burlington / Waterdown / Hamilton area

Position Type: Part-Time to Full-Time

Pay Range: $23 - $28 CAD, per hour, depending on experience

Potential Growth: $30+ CAD, per hour, for the right candidate with strong construction, bookkeeping, CRM, or client-care experience.

About Ever After Custom Homes

Ever 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 Overview

The 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 Responsibilities

Administrative Support

• Manage general email inboxes and help ensure messages are responded to or assigned promptly.
• Organize digital files, client folders, project documents, permits, drawings, photos, quotes, and contracts.
• Assist with calendar management, meeting scheduling, reminders, and follow-ups.
• Prepare meeting notes, agendas, task lists, and internal updates.
• Track deadlines and help ensure important items are not missed.
• Support basic data entry in CRM, JobTread, Google Workspace, spreadsheets, and internal systems.

Client Care

• Assist with client updates, appointment scheduling, reminders, and follow-up communication.
• Coordinate client gifts, welcome packages, project milestone touches, and thank-you notes.
• Help maintain a professional and warm client experience from inquiry through project completion.
• Support the team with homeowner selections, meetings, and documentation as needed.

Project and Construction Admin

• Help keep project files, selections, quotes, invoices, permits, and documentation organized.
• Follow up with trades, vendors, consultants, and suppliers for missing information.
• Assist with tracking project tasks, small work orders, receipts, warranty items, and deficiencies.
• Support the project manager and site supervisor by helping ensure admin items are documented and followed up on.

Sales and Marketing Admin

• Assist with CRM updates, lead tracking, contact lists, and follow-up reminders.
• Help maintain vendor and trade partner lists.
• Support the preparation of client packages, presentations, proposals, and printed materials.
• Coordinate local errands related to signage, print materials, samples, gifts, or events.

Office and Local Support

• Run occasional local errands, including document drop-offs, sample pick-ups, printing, client gifts, and office supplies.
• Help organize physical files, samples, office materials, and client presentation items.
• Assist with preparing for client meetings, team meetings, and events.

Ideal Candidate

The right person for this role is:

• Highly organized and detail-oriented.
• Friendly, professional, and comfortable communicating with clients, trades, and team members.
• Proactive and able to follow up without being constantly reminded.
• Comfortable using technology and learning new systems.
• Local to Burlington, Waterdown, Hamilton, or surrounding areas.
• Able to work independently while still being part of a team.
• Calm under pressure and able to manage multiple small tasks at once.
• Interested in home building, design, real estate, construction, or project coordination.

Required Skills and Experience

• Previous experience in administration, office coordination, client care, real estate, construction, design, or a related field.
• Strong written and verbal communication skills.
• Comfortable with Google Workspace, Gmail, Google Calendar, spreadsheets, and cloud-based file systems.
• Strong attention to detail and follow-through.
• Ability to manage confidential client and business information professionally.
• Valid driver's license and access to a vehicle for local errands and occasional in-person tasks.

Nice-to-Have Experience

• Construction, renovation, design, real estate, or property management experience.
• Experience with CRM systems, JobTread, QuickBooks, Canva, GoHighLevel, or project management software.
• Basic bookkeeping or invoice tracking experience.
• Experience coordinating trades, vendors, or client appointments.
• Social media or marketing admin support experience.

Key Performance Indicators

Success in this role will be measured by:

Inbox and Communication Management

• Client, trade, and internal emails are responded to, assigned, or flagged within 1 business day.
• Important follow-ups are tracked and not missed.

CRM and Contact Accuracy

• Leads, client contacts, vendor contacts, and follow-up tasks are kept accurate and up to date.
• New inquiries are entered into the system within 1 business day.

Project Documentation

• Project files, permits, drawings, quotes, invoices, photos, and selections are organized and easy for the team to find.
• Missing documents are followed up on weekly.

Calendar and Scheduling Support

• Meetings, reminders, client appointments, and internal deadlines are accurately scheduled.
• Team members receive the information they need before meetings or appointments.

Task Follow-Through

• Assigned admin tasks are completed by deadline or proactively flagged if delayed.
• Weekly task lists are reviewed and updated.

Client Experience

• Client touchpoints, gifts, updates, and follow-ups are handled professionally and on time.
• Clients receive a warm, organized, and polished experience.

Vendor and Trade Support

• Vendor lists, trade contacts, pricing follow-ups, and partner information are kept current.
• Follow-ups with vendors and trades are completed within agreed timelines.

Team Support

• The project manager, site supervisor, designer, and ownership team have better visibility into outstanding admin items.
• The team spends less time chasing paperwork, missing information, or unassigned follow-ups.

Compensation

• Pay range is $23 - $28 CAD, per hour, depending on experience.
• Candidates with strong construction administration, design coordination, bookkeeping, CRM, or client-care experience may be considered at a higher rate.

Schedule

This 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.