Administrative Assistant – Sales Support & Collections

Administrative Assistant – Sales Support & Collections

Lock-Block Ltd. is looking for an organized, proactive, and confident Administrative Assistant to support our sales and accounting teams. The primary focus is following up on quotations, maintaining regular contact with customers, collecting outstanding payments, and keeping our system accurate and up to date.

This is a phone-intensive role requiring a high volume of outbound calls each day, potentially hundreds. The ideal candidate enjoys speaking with customers, asks clear questions, and follows through consistently.

Key Responsibilities

Quotation Follow-Up & Sales Support

• Contact customers to confirm they received their quotations and determine whether they need additional information.
• Follow up regularly on open quotations to understand purchasing timelines and project status.
• Ask about anticipated order quantities, product requirements, delivery dates, and next steps.
• Identify what customers need to move forward, including pricing clarification, freight information, product availability, or technical support.
• Coordinate with sales representatives to arrange revised quotations or address customer questions.
• Follow up on revised quotations, pending approvals, purchase orders, and required deposits.
• Identify opportunities to turn quotations into confirmed orders and refer additional sales opportunities to the sales team.
• Record why quotations are accepted, declined, delayed, or no longer required.
• Flag time-sensitive opportunities and customer concerns to the appropriate sales representative.
• Maintain a follow-up schedule so every active quotation has a clear status, next action, and follow-up date.

Payment Follow-Up & Collections

• Contact customers regarding outstanding invoices and overdue balances.
• Send invoices, account statements, payment reminders, and payment instructions.
• Confirm payment commitments and follow up when promised payments are not received.
• Follow up on deposits and payments required before production or shipment.
• Identify invoice discrepancies or payment disputes and coordinate with accounting and sales for resolution.
• Document collection activity and escalate unresolved accounts to management.
• Coordinate with accounting to confirm payments received and update account records.

System Updates & Administration

• Enter accurate notes after each customer interaction, including commitments, concerns, and next steps.
• Keep customer contact details, quotation statuses, and collection records current.
• Schedule follow-up tasks and reminders in the company’s system.
• Maintain organized records of quotations, correspondence, purchase orders, and payment confirmations.
• Prepare regular updates on call activity, quotation outcomes, pending orders, and collection progress.
• Coordinate customer requests with sales, accounting, production, and dispatch.
• Provide general administrative support as required.

Qualifications & Skills

• Experience in administration, customer service, sales support, outbound calling, or accounts receivable.
• Comfortable making a high volume of calls and spending most of the workday speaking with customers.
• Strong verbal and written communication skills.
• Friendly, professional, and persistent, with a courteous but firm approach to payment collection.
• Excellent organization, attention to detail, and time-management skills.
• Ability to prioritize follow-ups and manage multiple open accounts and quotations.
• Comfortable using email, Microsoft Office, and CRM or accounting systems.
• Ability to work independently and coordinate effectively with other departments.
• Experience in construction, concrete products, building materials, or transportation is an asset.

To Apply

Please submit your resume and a brief introduction describing your experience with customer follow-up, quotation tracking, outbound calls, or payment collection.

Pay: $21.00-$26.00 per hour

Work Location: In person