Office Administration jobs in Kingston, ON

Position Overview

TFP Stairs and Railings is seeking an organized, professional, and friendly Administrative Assistant / Front Desk Receptionist to support the daily operations of our office and showroom.

As the first point of contact for many of our customers, contractors, suppliers, and visitors, this position plays an important role in creating a welcoming and professional experience while ensuring the front office operates efficiently.

The ideal candidate is dependable, detail-oriented, comfortable managing multiple priorities, and confident communicating with customers and team members. This position requires someone who can take initiative, stay organized in a busy environment, and provide administrative support wherever needed.

Key Responsibilities

Reception & Customer Service

• Greet customers, contractors, suppliers, and other visitors to the showroom in a friendly and professional manner
• Answer and direct incoming telephone calls and respond to general inquiries
• Monitor and respond to general company emails or forward inquiries to the appropriate team member
• Assist walk-in customers and ensure inquiries are directed to the appropriate salesperson or department
• Maintain a professional, organized, and welcoming front reception and showroom area
• Receive and distribute incoming mail, courier deliveries, documents, and packages

Administrative Support

• Provide general administrative support to management, sales, and other departments as required
• Prepare, organize, scan, file, and maintain company documents and records.
• Assist with data entry and maintaining accurate customer, project, and company information
• Prepare correspondence, forms, spreadsheets, and other documents as required
• Maintain organized electronic and physical filing systems
• Assist with printing, copying, scanning, and document preparation
• Order and maintain office and showroom supplies
• Assist with scheduling appointments, meetings, and customer visits when required

Customer & Project Administration

• Assist with entering and maintaining customer and project information within company systems
• Help ensure customer files contain the required documentation and information.
• Assist sales staff with administrative components of quotes, orders, and customer correspondence
• Communicate with customers regarding appointments, documentation, scheduling information, or other administrative matters as directed
• Assist with tracking outstanding information required from customers, contractors, or suppliers
• Maintain confidentiality when handling customer, employee, and company information

Office & Showroom Support

• Help ensure the showroom remains presentable, organized, and ready for customer appointments
• Maintain showroom literature, samples, brochures, and other customer-facing materials
• Coordinate with staff to ensure visitors and scheduled appointments are appropriately assisted
• Assist with company events, meetings, staff functions, or showroom activities as required
• Identify administrative or organizational issues and bring them to management's attention
• Provide additional administrative assistance as business needs arise

Qualifications & Skills

• Previous administrative, receptionist, customer service, or office experience is preferred
• Strong verbal and written communication skills
• Professional and friendly customer service skills
• Strong organizational skills with excellent attention to detail
• Ability to prioritize tasks and manage multiple responsibilities
• Comfortable working independently while also contributing as part of a team
• Proficient with Quickbooks Online and Microsoft Office, including Outlook, Word, and Excel
• Comfortable learning new computer programs and company software
• Reliable, punctual, and professional
• Ability to handle confidential or sensitive information appropriately
• Experience in construction, manufacturing, home improvement, or a similar industry would be considered an asset but is not required

What We're Looking For

We are looking for someone who is approachable and friendly but also organized, accountable, and comfortable taking ownership of their responsibilities. The right person will understand that the front desk is an important part of both the customer experience and the internal operation of the company.

This role is well suited to someone who enjoys variety in their work, takes pride in keeping things organized, communicates effectively, and is willing to step in and help the team when needed.

About TFP Stairs and Railings

TFP Stairs and Railings specializes in the manufacturing and installation of custom stair and railing systems. Our team works with homeowners, builders, contractors, and industry professionals to provide quality products and installations while maintaining a high standard of customer service and workmanship.

Pay: $23.00-$26.00 per hour

Expected hours: 40.0 per week

Benefits:

• Extended health care
• On-site parking

Work Location: In person