Administrative Assistant

**Location**:In-Office (Mississauga, ON)

**Reports To**:CEO

**About Nexhome**

At Nexhome, we specialize in home energy upgrades — including HVAC, water treatment, and rebate-backed solutions that help Canadians save money and improve home comfort. With operations across multiple provinces and a fast-paced, results-driven environment, we're growing fast and need top talent to grow with us.

**About the Role**

We’re looking for a Superstar Admin who brings relentless drive, sharp attention to detail, and a hunter mentality — someone who doesn’t wait to be told what to do, but chases down answers, keeps everything moving, and supports the team with precision and urgency.

This is not a passive coordinator role. You will report directly to the CEO and be at the center of all daily activity — tracking deals, updating systems, communicating with clients, and keeping internal teams aligned and on task. Your character, work ethic, and ability to go the extra mile will directly impact the company’s success.

**Core Areas of Ownership**

**Sales & Deal Flow Support**
- Serve as a key operational partner to the sales team, ensuring every sales deal — new, active, or aging is moving forward with accuracy, urgency, and accountability
- Maintain a sharp, real-time overview of all opportunities in the CRM system (Jobber and Pipedrive), tracking each stage from new lead through to final installation
- Proactively engage with sales reps to confirm deal statuses, identify missing paperwork, and ensure all customer and project details are complete and compliant
- Manage and coordinate the completion of all rebates and financing documentation, following through until approvals are secured and ready for next steps
- Confirm project readiness before handoff to installation — ensuring all documentation is finalized, customers are prepared, and internal systems are fully updated
- Lead Installation Coordination; Match the right technicians to each job based on complexity, timelines, and team capacity. Schedule inspections and installations with foresight, clear communication, and professionalism
- Identify and escalate gaps, delays, or inefficiencies to the CEO or relevant departments before they become roadblocks

**Customer & Team Communication**
- Answer the main phone line and handle calls in a professional, courteous manner
- Proactively follow up with customers to collect required documents, clarify details, and keep deals moving without delay
- Act as a reliable point of contact for both internal teams and external customers, ensuring no message goes unanswered

**Process & System Management**
- Take full ownership of maintaining system integrity across CRMs to ensure seamless project execution and cross-functional visibility
- Manage and optimize the deal pipeline in Pipedrive — understanding that each deal follows a defined journey and must be moved through the right stages with intention and accuracy
- Use Pipedrive’s Activities feature to proactively set reminders, follow-ups, and key task deadlines
- Update internal notes and master Excel trackers diligently at every stage of the deal lifecycle — ensuring clear handoffs, and strong collaboration
- Identify operational gaps and workflow inefficiencies in real time, and collaborate on process improvements to enhance system performance and overall team productivity

**Executive Support & Accountability**
- Provide consistent operational support to the CEO by reporting on priorities, progress, and emerging roadblocks
- Collaborate cross-functionally with the rebate, finance, and installation teams to ensure timely submissions, accurate scheduling, and smooth coordination
- Act as the central administrative anchor for the team — dependable, detail-driven, and committed to operational excellence

**What We’re Looking For**
- 2+ years of administrative or operational experience (Home services preferred)
- Excellent command of Microsoft Office tools (Outlook, Excel, Word, Teams, etc.)
- Familiarity with CRM and scheduling software like Jobber and Pipedrive
- Highly organized with a follow-through mindset — you don’t miss details
- Professional communicator who stays calm and clear under pressure
- Able to prioritize and pivot fast without losing momentum
- Driven by results, dependable under pressure, and always asking, “What else can I do to help the team succeed?”

**Why This Role Matters**

Your role is the **heartbeat of the business**. You’re not just supporting — you’re fueling the company’s ability to execute, scale, and serve our clients. You’re the one who makes sure nothing is forgotten, no message is missed, and no opportunity is delayed.

Your character, consistency, and hunger for results will shape how smoothly we operate every single day.

**What We Offer**
- A highly competitive pay with performance bonuses
- Full-time in-office position with direct access to the CEO
- A fast-growing company with career advancement potential
- Clear structure, strong leader