Administrative Coordinator - Jobs in Oshawa Central, Ontario, Canada, L1G

Job Description

Job descriptionAre you highly organized, detail-oriented, and passionate about creating efficiencyKathleen Black Coaching International (KBI) is looking for an exceptional Administrative Coordinator to support our coaching and training operations. In this role, you’ll play a key part in ensuring a seamless experience for our clients by managing CRM updates, coordinating training materials, and providing top-tier administrative support.If you thrive in a fast-paced, dynamic environment, have strong communication ski ls, and love keeping things organized, we’d love to hear from you!Key Responsibilities

• Clientamp; CRM Management
• Ensure a smooth onboarding experience for new Revel clients by adding them to Kajabi and updating their client profiles in HubSpot.
• Maintain accurate and up-to-date client records for tracking and follow-up.
• Strengthen client relationships by making quick follow-up calls regarding document signing, payment reminders, and onboarding support.
• Vendoramp; Communication Support
• Keep external vendors on schedule by sending timely reminder emails andtracking responses.
• Assist with coordinating vendors for training sessions, events, and marketinginitiatives.
• Trainingamp; Content Management
• Upload, organize, and manage training sessions in Kajabi, ensuring clients have easy access to up-to-date content.
• Assist in refreshing and updating existing KBCC presentations for coaching programs.
• Create simple but effective documents to support training and internal processes.
• Calendaramp; Meeting Coordination
• Monitor the KB calendar to prevent double bookings and ensure Zoom links are correctly set up for scheduled meetings.
• Provide scheduling support to streamline operations and minimize conflicts.
• Inventoryamp; Logistics Support
• Visit the storage unit (in Oshawa) to organize and sort through company inventory.
• Conduct light deliveries and pickups as needed for events and business operations.
• Maintain an accurate inventory of materials, ensuring items are available when needed.

Personal Assistant Duties

• As needed.

What You Bring

• Highly organized and detail-oriented, with the ability to manage multiple tasks seamlessly.
• Strong written and verbal communication skills, ensuring clear, professional interactions with clients and vendors.
• Tech-savvy, with experience (or willingness to learn) Kajabi, HubSpot, and other CRM or online training platforms.
• Proactive problem solver – able to identify and resolve scheduling conflicts, client needs, and administrative challenges.
• Thrives in a fast-paced environment and can work both independently and collaboratively.
• Quick learner, eager to master new systems, tools, and processes.
• Valid driver’s license and access to a reliable vehicle for light deliveries and travel.
• Professional appearance and punctuality – must be on time and dress professionally for meetings and in-person interactions.

Why Join KBI

• Make an Impact – Be part of a leading coaching organization that helps real estate professionals grow their businesses.
• Growthamp; Development – Gain hands-on experience in CRM management, client engagement, inventory management, and coaching operations.
• Flexible Work Options – A hybrid role with both remote and in-person responsibilities.
• Collaborative Culture – Join a mission-driven team that values innovation, efficiency, and continuous learning.