Office & Sales Administrator

Job post summary

Pay: CA$45,000.00-CA$55,000.00 per year

Job description:

GBI Pool Services is hiring an Office & Sales Administrator to support day-to-day office operations and sales administration. This role is responsible for executing clearly defined processes that keep customer inquiries, estimates, scheduling, and job flow moving accurately and efficiently.

This is an execution-focused role, not a management position. You will work within established systems, templates, and policies and escalate decisions when needed.

Responsibilities:

Customer Intake & Communication:

  • Answer incoming phone calls and emails
  • Triage customer inquiries (service, installs, maintenance, retail)
  • Create and update customer records in ServiceTitan
  • Set clear expectations using approved scripts and templates
  • Route inquiries and issues to the appropriate internal team

Estimates & Sales Administration:

  • Create estimates for the team using existing pricebook items and templates
  • Send estimates to customers and track approval status
  • Schedule and complete follow-ups using our CRM software
  • Convert approved estimates into jobs or projects
  • Collect deposits according to company policy
  • Send Purchase orders to vendors from requisition lists
  • Maintain clean, accurate notes and communication records

This role supports sales execution but does not negotiate pricing or scope.

Scheduling & Dispatch Support:

  • Book jobs into the schedule following internal guidelines
  • Assign technicians based on direction and availability
  • Update time-off, sick days, and holiday schedules
  • Adjust bookings as directed and escalate conflicts

Retail & Showroom Support:

  • Maintain brochures, displays, and showroom organization

Administrative Support

  • Send unsent invoices when flagged
  • Create tasks for AR follow-up
  • Prepare payroll data for approval
  • Maintain digital filing for customers, vendors, and jobs
  • Support basic ServiceTitan data hygiene and updates
  • Assist with general office procedures as required
  • Stocking office supplies

What This Role Does NOT Do

  • Set pricing or margins
  • Negotiate with customers or vendors
  • Approve discounts or scope changes
  • Manage employees
  • Own purchasing strategy or inventory decisions
  • Design processes or systems
  • “Figure it out” without direction

Clear escalation is expected when something falls outside defined processes.

Required Skills & Attributes

  • Strong written and verbal communication
  • High attention to detail and accuracy
  • Comfortable working in structured systems
  • Able to follow defined processes consistently
  • Organized and calm under volume
  • Confident asking questions and escalating issues
  • Comfortable with technology and learning new software: ServiceTitan, Hubspot, GSuite Tools, DialPad, Loom, AI Tools

Preferred Experience

  • Office administration or sales administration experience (3 years)
  • Customer service experience in a service-based business (3 years)
  • Experience with scheduling, estimates, or invoicing (3 years)
  • Familiarity with CRM or job management software : ServiceTitan, Jobber, HouseCall Pro, Field Edge, Etc.

Compensation

  • Salary range: $45,000 – $55,000, depending on experience and familiarity with softwares
  • Benefits and growth opportunities discussed during the interview process

Why This Role Exists

This role exists to:

  • Reduce interruptions to ownership and operations
  • Ensure customers are handled consistently and professionally
  • Maintain clean systems and reliable follow-through
  • Support growth without creating burnout or single points of failure

Success in This Role Looks Like

  • Calls and emails are handled promptly
  • Estimates are accurate and sent on time
  • Follow-ups are completed as scheduled by the team
  • Deposits are collected and applied correctly
  • Schedules stay organized
  • Issues are escalated early, not hidden
  • Systems remain clean and up to date

Job Types: Full-time

Benefits:

  • Disability insurance
  • Life insurance
  • On-site parking
  • Paid time off
  • Store discount
  • Vision care

Work Location: In person