Administrative Coordinator

About Us

Citadel Fence is a growing fence contracting company delivering high-quality residential and commercial fencing solutions across Nova Scotia, New Brunswick and PEI. Our team takes pride in craftsmanship, exceptional customer service, and building long-term client relationships. As we continue to expand, we are seeking an experienced Administrative Coordinator to join our team, based in Bedford, Nova Scotia.

Position Summary

If you thrive in the fast-paced, dynamic environment of a growing company, this is the role for you. At the heart of Citadel Fence's day-to-day operations, the Administrative Coordinator keeps every project moving from the moment a quote is approved to the final payment collected. It's a hands-on role spanning scheduling, customer service, sales support, and finance, and the go-to connector between customers, sales, operations, suppliers, and management across all of our projects in Nova Scotia, New Brunswick, and Prince Edward Island.

Key Responsibilities

• Maintain office systems, records, and procedures, and identify process improvements to increase efficiency.
• Provide administrative support to the President and leadership team.
• Serve as the main point of contact for incoming calls, emails, and customer inquiries, maintaining accurate customer and project records.

• Schedule installation projects with Division Managers across Nova Scotia, New Brunswick, and Prince Edward Island, verifying deposits and contracts beforehand.
• Coordinate utility locates, prepare job packages, and communicate scheduling updates to customers and crews.
• Assist Project Managers with submittals as required.

• Follow up on quotations and keep leads, quotes, and project status current in Trello.
• Support customer deposits, final payments, and commercial project documentation.
• Assist the President with commission reporting for sales staff.

• Manage accounts receivable and payable, including collections, deposits, and supplier invoice processing through Dext.
• Coordinate customer financing applications through FinanceIt and maintain accurate payment records.
• Process Visa transactions and receipts.

Qualifications

• 5+ years of experience in office administration, office management, or project coordination; experience in construction, fencing, or landscaping is an asset.
• Strong organizational, communication, customer service, and problem-solving skills.
• Proficiency with Google Workspace and QuickBooks required; experience with Dext preferred. Experience with LMN and Trello is an asset.

Compensation

• Salary: Competitive, based on experience
• Benefits package and opportunities for growth within the organization.