Administrative Assistant

Reporting to the General Manager, the Administrative Assistant role is responsible for overseeing and coordinating various administrative tasks such as managing office supplies and equipment, handling internal & external correspondence, scheduling appointments, maintaining records/files and business systems, and providing support to staff and visitors. In addition, this role is key to ensuring the efficient operation of daily activities, assisting in organizing meetings and events, and supporting cross-functional teams in executing key daily business functions. Excellent organizational skills, attention to detail, and effective communication are essential for success.

Key Responsibilities:

Cross-Functional Team Operational Support

• Receive customer purchase orders and enter into ERP/MRP system
• Review vendor packing lists, match to purchase orders, and enter received orders
• Issue parts for production in ERP/MRP and generate work orders for manufacturing
• Create shipping documents and schedule carriers for finished orders
• Create customer invoices and issue to customers after shipment
• Processes POs and shipments via ERP/MRP and other required business systems
• Support bookkeeping tasks to track vendor and customer payments
• Collaborate with the Finance and HR functions to ensure execution of business tasks

General Administrative Duties

• Professionally answering and directing phone calls
• Handling incoming and outgoing postal mail, and managing general email inquiries
• Welcoming visitors and directing them to the relevant office/personnel
• Maintaining general office files, including customer, vendor, and other business records
• Review and issue timecards and input timecard information for payroll processing
• Track and enter employee vacation and other time off requests
• Order office supplies and manage utility and business services accounts
• Manage agendas, travel plans, and appointments as required for management
• Coordinating and managing appointments, meetings, and room resources

Special Projects/Initiatives

• Assist and/or lead special projects, events, and other business initiatives
• Other duties as determined/assigned by management

Specialized Knowledge

• Outstanding abilities to communicate in person, in writing and via phone
• Comfortable in properly handling sensitive and confidential information
• Experience in use of Microsoft Office programs, including Word, Excel, and Outlook
• Working knowledge of ERP/MRP systems is an asset, but ability to learn is essential
• Experience with sales order administration and comfortable with direct communication with customers
• Familiarity with common business procedures and basic accounting principles
• Experience with bookkeeping practices for accounts receivable, accounts payable, and basic financial reporting
• Must possess positive and respectful attitude, work well with others, maintain a high sense of urgency and attention to detail, be adaptable and flexible
• Multi-tasking and time-management skills, with the ability to self-prioritize tasks
• Must have excellent customer service skills and a friendly/helpful attitude
• Previous administrative assistant experience of 2-5 years in a professional manufacturing office environment
• Bachelor's degree in business administration or related field preferred