Receptionist & Administrative Assistant
About Illuminations Lighting Inc
Illuminations Lighting Inc. is an established professional lighting company serving residential and commercial customers throughout York Region, Durham Region and the GTA.
Since 1999, we have specialized in Christmas lighting, permanent RGB lighting, landscape lighting and custom residential and commercial lighting installations.
We're looking for a friendly, dependable and highly organized Receptionist & Administrative Assistant to join our team.
This is an entry-level position that can be performed remotely or from our office in Zephyr, Ontario.
Previous lighting industry experience is not required. We're much more interested in finding someone who communicates well, is comfortable with technology, pays attention to details and can learn our systems quickly.
What You'll Be Doing
This position combines customer service, telephone reception and administrative support.
Your primary responsibilities will include:
- Answering incoming customer calls in a friendly and professional manner
- Speaking with new and existing customers and assisting with general inquiries
- Gathering accurate information from prospective customers
- Taking detailed messages and directing inquiries to the appropriate person
- Responding to routine customer emails and communications
- Entering new leads and customer information into our systems
- Performing accurate data entry across multiple software platforms
- Creating and updating customer and job records
- Keeping CRM and job-management information accurate and current
- Scheduling appointments and updating calendars
- Sending estimates, invoices and customer documents as directed
- Following up with customers when required
- Organizing electronic documents, photographs and job information
- Checking records for missing or incomplete information
- Assisting our office and field teams with administrative tasks
- Performing other general administrative duties as required
You don't need years of office experience to be successful in this position.
We're looking for someone who is:
- Friendly and personable – You enjoy speaking with people and understand the importance of creating a positive first impression.
- Professional on the phone – You can communicate clearly and confidently with customers.
- Detail-oriented – Names, telephone numbers, addresses, dates and job information need to be entered correctly.
- Comfortable with computers – You'll work with several software platforms throughout the day.
- Organized – You can keep track of multiple small tasks without allowing things to fall through the cracks.
- A quick learner – You can learn new software and procedures with training.
- Reliable and punctual – Our customers and team need to know you'll be available during your scheduled hours.
- Able to work independently – Once trained, you can follow established procedures without constant supervision.
- A good communicator – You have strong spoken and written English skills.
- Willing to ask questions – We'd rather you ask than guess when you're unsure.
You should be comfortable using computers, email and web-based software.
Experience with any of the following is an asset, but not required:
- Google Workspace
- QuickBooks Online
- HubSpot or another CRM
- CompanyCam
- Microsoft Office
- Scheduling or job-management software
You do not need previous lighting industry experience.
We'll teach you about our services and provide the information and procedures you need to handle common customer inquiries.
Remote employees must have
- Reliable high-speed internet
- A quiet, professional environment for customer telephone calls
- A suitable computer workspace
- The ability to remain available and responsive throughout scheduled working hours
- The ability to communicate regularly with management and our field team
Hours
Full-time | Monday to Friday
Illuminations is a seasonal business. Our busiest period is during the fall and Christmas lighting season, when telephone calls, customer inquiries and administrative activity increase substantially.
The successful candidate should be comfortable working efficiently in a fast-paced environment during these periods while continuing to maintain accuracy and excellent customer service.
Compensation
$20.00–$23.00 per hour, depending on experience, skills and qualifications.
This is an entry-level position, but there is an opportunity to take on additional responsibilities and grow within the company as you learn our business and demonstrate your abilities.
Why This Position Might Be Right for You
This could be a good fit if you enjoy helping customers, are naturally organized, are comfortable working with technology and like having a variety of administrative tasks throughout your day.
We're not looking for an Office Manager or someone to run the company.
We're looking for a dependable person who can become an important part of our day-to-day operation by taking care of our customers and making sure information is entered accurately and nothing gets missed.
How to Apply
Please submit your resume along with a short introduction telling us:
- A little about yourself
- Why this position interests you
- Any relevant customer service or administrative experience
Pay: $20.00-$23.00 per hour
Application question(s)
- How many years of customer service, reception, or administrative experience do you have?
- Which of the following have you previously used?
Microsoft Office
QuickBooks Online
HubSpot or another CRM
CompanyCam
Scheduling/job-management software
None of the above
- Please briefly describe your home office/workspace, including your internet connection, computer setup, and whether you have a quiet, private area where you can answer customer calls professionally throughout the workday without background noise or interruptions. This position requires us to provide and connect a company VoIP desk phone at your home. The phone requires access to a wired Ethernet connection and a standard electrical outlet at your workstation. Please confirm that you have both available, along with reliable high-speed internet.
