Doctors Office Receptionist jobs in Ottawa, ON

Bilingual Front Office Coordinator (Full Time or Part Time available)

About Firon Roofing

At Firon Roofing, we’re not just replacing roofs—we’re redefining what customers should expect from a roofing company. As a leader in the Ottawa area, we blend innovation, professionalism, and personalized service to deliver exceptional results. Join a team that values dedication, growth, and a team-first mindset.

Position Overview

We are seeking a Bilingual Front Office Coordinator to be the welcoming voice of Firon Roofing and the person who keeps our front office running smoothly. This is more than a reception role: you are our clients’ first point of contact, and you also own the systems that turn incoming calls into booked, well-matched jobs. You’ll manage the phones, coordinate scheduling, and—importantly—help decide which estimator is assigned to which lead based on performance and merit, not just who has an open slot. You’ll also track and report the metrics that tell us how the front office is performing.

We’re open to either full-time or part-time hours for the right person. You’ll work alongside our current front desk receptionist and be the primary person answering phones on Fridays, when she is off. If you’re organized, tech-savvy, personable, and you like the idea of owning numbers and outcomes—not just answering calls—this role is for you.

Front Desk & Client Communication

• Answer and manage high call volumes in English and French with professionalism and courtesy
• Be the primary phone coverage on Fridays, and share coverage the rest of the week
• Schedule and confirm appointments for roofing inspections and sales consultations
• Respond promptly to inbound calls, emails, and web inquiries, and follow up on leads that need a callback
• Maintain a clean, organized, and welcoming front office environment
• Perform daily administrative and clerical tasks (email correspondence, filing, data entry, etc.)

Estimator Assignment & Scheduling Strategy

You’ll take ownership of how leads are routed to our estimating team—making sure the right lead goes to the right estimator, not just the next available one.

• Assign and prioritize estimators based on closing rates, merit, and performance—not simply to fill the calendar
• Balance workload fairly while directing high-value or high-intent leads toward top performers
• Factor in geography, availability, and job type when scheduling to reduce drive time and no-shows
• Flag scheduling conflicts, gaps, and bottlenecks early, and propose fixes
• Coordinate closely with estimators and internal teams to keep the calendar accurate and current

Roof Measurements & Job Evaluation

For simpler jobs, you’ll help move estimates forward by measuring roofs remotely—no ladder required. Using Google Maps, satellite and aerial imagery, and measurement tools, you’ll size up straightforward roofs and flag the complex ones for an in-person estimator visit.

• Measure and evaluate roofs remotely using Google Maps, satellite/aerial imagery, and measurement tools
• Assess job complexity and decide which jobs can be quoted from imagery versus which need an on-site estimator
• Pull accurate measurements and details to support estimators and speed up quoting
• Escalate complex or high-value roofs to the right estimator with the context they need

Metrics & KPI Tracking

You’ll be the person who knows the numbers. You’ll track front-office performance and report on it regularly so the team can improve.

• Track and report key metrics including call volume, response time, answer/miss rate, and scheduling (booking) rate
• Monitor estimator performance inputs such as closing rates to inform lead assignment
• Maintain accurate records in our CRM and scheduling tools so reporting is reliable
• Produce simple, regular summaries (weekly/monthly) and surface trends, wins, and problem areas to management
• Suggest process improvements based on what the data shows

What You Bring

• Bilingual—fluent in both English and French (spoken and written)
• Experience in an office, reception, coordination, or dispatch role preferred
• Strong customer service skills and a professional, warm phone manner
• Comfort with numbers and reporting—you’re not intimidated by tracking KPIs and spotting trends
• Comfortable working with Google Maps and satellite/aerial imagery to measure and assess roofs (training provided)
• Solid computer literacy (Microsoft Office, G-Suite, CRM systems, cloud-based web apps)
• Excellent organizational skills, attention to detail, and sound judgment when prioritizing
• Ability to multitask and manage competing priorities in a fast-paced environment
• Familiarity with Ottawa geography is highly preferred

Why Join Firon Roofing?

• A role with real ownership and influence over how the business runs
• Positive and supportive team culture
• Opportunities for growth and advancement
• Be part of a company that’s modernizing the roofing industry through innovation and technology

Benefits

• Dental care
• Extended health care
• Vision care
• Paid time off
• RRSP match

How to Apply

Submit your resume and a short cover letter through Indeed. Tell us why you’re a great fit for the Firon Roofing team—and, if you can, share an example of a time you used numbers or organization to make something run better.

Job Type: Full-time

Pay: $21.00-$30.00 per hour

Benefits:

• Dental care
• Extended health care
• Paid time off
• RRSP match
• Vision care

Work Location: In person