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Administrative Project Coordinator (Kingston)

Administrative Project Coordinator (Kingston)

Gordon’s Downsizing & Estate Services Ltd. Brokerage

Gordon’s Downsizing & Estate Services provides peace of mind through our one-stop-shop real estate solutions for downsizers, estate trustees, and powers of attorneys. Presently, we are looking for an Estate Services Coordinator interested in joining our growing professional team. In this role, you will be responsible for supporting our Estate Services Manager and Team Leads in scheduling 3rd party services for projects, updating clients and project information folders (digital and/or hard copy), and performing front desk administrative duties. As a team, we deliver an exceptional experience for our clients who are often overwhelmed by the idea of downsizing or settling an estate.

You are:

  • Organized and efficient

  • Able to prioritize tasks on the fly and jump from one task to the next effectively

  • A team player that enjoys working hard while building relationships

  • A confident communicator on the phone, over email, or in person

  • Able to both follow a plan and adapt plans to changing circumstances

  • Interested in learning new things as well as coming up with new ways to perform tasks

  • A fit and energetic person, able to jump into an on site client job if required

  • Someone that believes in values like: listening first, being compassionate, being health conscious, providing real expertise, and delivering positive outcomes

You are looking for:

  • Purposeful, full time, work, delivering positive outcomes a difficult time in someone’s life

  • Opportunities to problem solve and overcome challenges as part of a team

  • Variety of work, challenges, and experience to keep work interesting

  • Something that leverages your strong work ethic and integrity

  • A Company you can growth and develop with should you wish to evolve into new roles

  • Wage of $22/hr to $25/hr depending on level of experience

  • Additional compensation via our team bonus pool

Job Description


As the Estate Services Coordinator, you will be reporting to the Estate Services Manager and supporting our Team Leads and customers with their downsizing or estate settlement projects.

Additionally, you will perform front desk administrator duties as well as support in a Transition Team Member role up to a few times a month. These roles are outlined as follows:

Project Coordination (Primary Role)

  • Provide consistent support to ensure the efficient operation of client projects

  • Manage and organize files and databases in a secure manner, including both hard copy and soft copy materials.

  • Coordinate bookings.

  • Maintain project updates, bookings, contact information, and more in our project management system

  • Maintaining and monitoring project plans, project schedules, 3rd party and internal bookings, work hours, and expenditures

  • Ensure project deadlines can be met and/or challenges escalated to the Estate Services Manager

  • Manage internal correspondence between sectors as well as applicable external partners

  • Support the vetting of potential suppliers for use on our client projects

  • Manage our Ontario wide supplier lists

  • Additional duties as assigned

Office Administration

  • Greet visitors and guide them where they need to go

  • Answer queries and create a welcoming environment

  • Fielding incoming emails, phone calls, snail mail, visitor inquiries from potential and existing clients in an engaging way

  • Assisting our Real Estate and Office team with a wide range of administrative tasks such as (but not limited to): new client file upload/filing, printing materials, sending things out via snail mail / FedEx, etc.

  • Look for ways to make tasks and processes more efficient and scalable

  • Additional duties as assigned

Transition team member duties (Requires a Physical Component)

  • Follow direction from Team Lead on tasks to be completed on-site, packing, unpacking, sorting, set-up, cataloguing, photography, auction pick-up, dumpster loading, etc.

Skills and Attributes

  • Organized and efficient

  • Comfortable learning and using technology platforms

  • Detailed and accurate when it comes to data entry

  • Have a strong work ethic

  • Consistently present yourself in a professional manner

  • Enjoy problem solving

  • Able to work effectively as both a team member and independently

  • Have strong verbal and written communication and interpersonal skills

  • Patient, courteous, and professional communicator with our team and clients

  • Interested in contributing to continuous improvement of our processes

  • You can comfortably lift up to 30 lbs and to work in various environmental conditions

  • Being apart of an organization that is growing, evolving, and changing excites you

Required Qualifications and Experience

  • Ability to provide regular hours 5 days a week (8:30am - 5:00pm or 8am to 4:30pm)

  • Satisfactory background check

  • In office work requirement (not a remote role)

  • Diploma or certification in project management or coordination or relevant experience

  • 1-3 years of previous experience working in a fast-paced office or service industry environment.


  • Have experience and interest in various disciplines including administration, sales, logistics, event organizing, etc.

  • Knowledge of software platforms such as G-Suite, Trello, Zoom, Docusign, etc.

  • Knowledge of software platforms we perhaps do not use, but should consider for your role or other roles in the Company

About Gordon’s

At Gordon’s, we specialize in serving the unique needs of people who are going through major life transitions such as: finding a retirement community or property, downsizing to smaller accommodations, selling or buying a property, settling an estate, and more.

We ensure a client’s complete satisfaction through a simple, yet powerful, promise. We’ll work alongside them to discuss everything they need, and then we’ll create a plan that tells them exactly what we’re going to do, when and how we’re going to do it, and then we will deliver on this plan, exactly as we promised. We’re unique in that we:

1. Are devoted to client well being

2. Have real estate services dedicated to downsizers & estate executors

3. Have helped thousands of families over six decades across Ontario

How to Apply

Email a cover letter and CV/resume to with Estate Services Coordinator in the subject line. As a great candidate, you will demonstrate that you understand what we do and highlight why you are the right person to join our growing team.

Applications will be considered on a continuous basis until the position(s) have been filled. Please note that only applicants who have been selected for an interview will be contacted.

Gordon’s Downsizing & Estate Services is committed to employment equity and diversity in the workplace and invites applications from all qualified individuals.

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