Sales & Project Administrative Coordinator

Sales & Project Administrative Coordinator

Reports To:
President, Vice President

Works Daily with:
Sales Manager, Office Manager, Operations Staff

This is a full-time position, located in Barrie Ontario

Position Overview

We are seeking a highly organized and versatile
Sales & Project Administrative Coordinator
to support our custom cabinetry team across sales, preconstruction, and project coordination. This hybrid role ensures seamless communication and workflows from the initial client inquiry through design, production, and installation. This position leverages the strengths of an independent and interdependent team player who is a detail-driven professional that thrives in a fast-paced environment where accuracy and exceptional client experience are paramount.

Key Responsibilities

Sales & Client Support

· Provide administrative support to the sales and design team.

· Ensure timely preparation, formatting, and distribution of proposals, contracts, revisions, and client presentations.

· Maintain CRM/database accuracy and track sales metrics.

· Respond promptly and professionally to client inquiries (calls, emails, walk-ins).

Project & Document Coordination

· Create and maintain project files, blueprints, contracts, and specifications.

· Manage the distribution of documents and communication between internal teams, subcontractors, and clients.

· Support scheduling and prep of project meetings (pre-bid, pre-construction, kick-off).

· Track and follow up on assigned tasks from meetings.

Office & Administrative Management

· Manage general office functions including inventory, ordering, correspondence, scheduling, and travel/accommodation logistics.

· Provide administrative assistance to leadership (CEO, EO) and ensure smooth daily operations.

· Maintain organized filing systems and internal communications.

Procurement & Resource Coordination

· Assist with purchasing materials and equipment, monitoring lead times, and ensuring compliance with project specifications and budgets.

· Support inventory control and ordering as required.

Process Improvement & Compliance

· Contribute to developing and implementing administrative policies and procedures for greater efficiency and accuracy.

· Support compliance, safety, and permit documentation requirements.

· Identify and recommend opportunities for cross-departmental process improvement.

Project Documentation & Records Management

· Maintain organized project files, drawings, and supporting documentation.

· Ensure accuracy and alignment between design intent, shop drawings, and final installation.

Client & Stakeholder Coordination

· Facilitate approvals, sign-offs, and communication with clients, sales, and design teams.

· Support project close-out with warranties and follow-up to ensure client satisfaction.

Vendor & Trade Collaboration

· Collect and track pricing from vendors and subcontractors.

· Coordinate with installers, trades, and site supervisors to confirm scope and schedules.

Scheduling & Timeline Management

· Support scheduling of production, delivery, and installation activities.

· Monitor timelines, identify potential delays, and escalate issues for resolution.

Cross-Departmental Handoff & Communication

· Ensure smooth transitions from sales and design into production by facilitating accurate handoffs.

· Act as a central point of communication between internal teams to align expectations.

Qualifications

●    
Education:
Diploma or coursework in Business Administration, Interior Design, or Construction Management preferred.

●    
Experience:
3+ years in administrative, sales support, or project coordination role; experience in cabinetry, millwork, or construction industry is strongly preferred.

●    
Technical Skills:
Proficiency in Microsoft Office Suite, experience with CRM/ERP systems (e.g. Jobber, Buildertrend, Cabinet Vision, 2020 Design) is an asset.

●    
Communication Skills:
Exceptional written and verbal communication (English); professional client-facing demeanor.

●    
Organizational Skills:
Strong, with keen attention to detail and accuracy.

●    
Industry Knowledge:
Familiarity with custom cabinetry, millwork, and construction processes is highly desirable.

Key Competencies

●    Strong organizational and time-management skills

●    Client-first attitude with a professional and approachable manner

●    Ability to manage competing priorities and deadlines

●    Collaborative team player with problem-solving mindset

●    Discretion, confidentiality, and professionalism in all interactions

Personal Traits

· A 'Can-Do' approach to broadly diverse challenges

· Has our '5 C's' : Communication, Collaboration, Creativity, Critical Thinking, Curiosity

· Confident, Humble and Thoughtful

Compensation & Benefits

●    Competitive hourly wage commensurate with experience

●    Paid vacation and personal days

●    Opportunities for professional development and career growth

●    Supportive, team-oriented company culture

How to Apply

Interested candidates are invited to submit a resume and cover letter to:

Jasmine Hemsworth

• Please include
  "Sales & Project Administrative Coordinator – Absolute Cabinets"
  in the subject line.