Office Administrator

Job Title: Office Administrator Job Description The Office Administrator supports the inside valve sales team by handling high-volume order and data entry, coordinating closely with after-sales, engineering, and operations, and ensuring accurate documentation and communication in a fast-paced, compliance-focused environment. This role is ideal for someone who thrives in ambiguity, enjoys building processes from the ground up, and is looking for a long-term opportunity with clear potential for full-time employment. Responsibilities Enter orders for small day-to-day transactions, large project orders, and machine orders accurately and in a timely manner. Perform detailed data entry for valve quote packages to support inside valve sales personnel. Place orders and enroll the after-sales group, clearly explaining customer requirements and special needs such as documentation and expediting requirements aligned with factory lead times. Prepare and maintain documentation for products related to valves and fittings to support the engineering team. Assist inside valve sales and inside valve project sales with professional, high-energy proposals and competitive quote information. Communicate proactively across teams when updates, changes, or delays occur, ensuring all stakeholders remain informed. Manage high volumes of information and ensure that no critical details fall through the cracks. Maintain strong organization and attention to detail in a compliance-heavy environment. Operate effectively in an evolving setting where processes are still being defined, taking initiative to help shape and improve workflows. Coordinate daily with the after-sales team to support smooth order fulfillment and customer service. Work closely with operations, engineering, and sales in a highly collaborative environment. Take on additional administrative and office-related duties as assigned by management. Essential Skills Proven administrative support and office management experience. Strong data entry skills with at least 1 year of data entry experience. Experience working with a large ERP system (such as SAP, Oracle, or NetSuite) for at least 1 year. Proficiency with Microsoft Office tools, including intermediate-level Excel, Word, and Outlook. Experience with office administration and Excel-based data entry. Excellent verbal and written communication skills. Ability to manage multiple tasks and information streams with high accuracy and attention to detail. Comfort working in a compliance-heavy environment with established documentation requirements. Ability to work onsite and reliably commute to the office location. Additional Skills & Qualifications Experience working in a manufacturing environment or familiarity with valves and valve terminology. Experience with ERP systems such as Global Shop. Experience working alongside an engineering team. Experience collaborating closely with a sales team. Interest in valve assembly and valve design. Ability to thrive in a new role where processes are still being developed, taking initiative and working in ambiguity. Ability to handle a high-pressure, fast-paced environment. Strong team player who collaborates effectively and supports colleagues. Motivation to learn, grow, and earn a long-term position with the organization. Comfort working in a high-noise, highly collaborative setting with constant communication. Confidence to ask questions, seek clarification, and escalate issues when needed. Strong sense of accountability and willingness to communicate openly with leadership. Work Environment This is a fully onsite role based in Edmonton in an open office setting where 6–8 people work closely together. The environment is open concept with communication, and there is no opportunity to work in isolation. The role operates within a fast-paced, evolving business where processes are still being built, requiring comfort with ambiguity and frequent change. Collaboration across operations, engineering, sales, and after-sales teams is high, with a mix of independent task execution and frequent team interaction and coordination. The management style is open-door and direct, with clear expectations around accountability, communication, and ownership of responsibilities. The position offers hands-on training, including potential direct support from a Houston-based team, and provides exposure to operations, engineering, and sales in a highly collaborative environment, along with a clear path from contract to full-time employment. Job Type & Location This is a Contract to Hire position based out of Edmonton, AB. Pay and Benefits The pay range for this position is $25.00 - $27.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Workplace Type This is a fully onsite position in Edmonton,AB. À propos d'Aston Carter Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l’acquisition de talents, les achats, la chaine d’approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l’industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service d’un grand nombre d’entreprises du classement Fortune 500. Nous sommes fiers d’avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated. Aston Carter est un employeur souscrivant au principe de l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi. Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à [email protected] pour connaître d’autres options d’accommodement. Ordonnance sur l’égalité des chances de San Francisco: Conformément à l’Ordonnance sur l’égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels. Utilisation de l’intelligence artificielle (IA): Nous pouvons utiliser l’intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d’embauche, notamment la recherche, la présélection et l’évaluation des candidatures. L’IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l’aide d’outils d’IA. About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options. San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

The Office Administrator supports the inside valve sales team by managing high-volume order and data entry while coordinating with engineering and operations. They are responsible for maintaining accurate documentation and ensuring seamless communication across departments in a fast-paced environment.

Candidates must have at least one year of experience in data entry and working with large ERP systems like SAP, Oracle, or NetSuite. Proficiency in Microsoft Office tools and the ability to work effectively in a collaborative, compliance-focused onsite office setting are required.

• Attention to detailPreferred
• Microsoft ExcelPreferred
• CommunicationPreferred
• Microsoft OfficePreferred
• Data entryPreferred
• Microsoft WordPreferred
• Microsoft OutlookPreferred

Identified from the job description. Confirm important requirements above.

• Data entry
• Office administration
• ERP systems
• SAP
• Oracle
• NetSuite
• Microsoft Office
• Excel
• Word
• Outlook
• Communication
• Order fulfillment
• Documentation
• Attention to detail
• Process improvement
• Collaboration
• Administrative Support
• Office Administration
• Energetic
• Supply Chain
• Accountability
• Workflow Management
• Order Entry
• Microsoft Excel
• Accounting
• Artificial Intelligence
• Customer Service
• Procurement
• Data Entry
• Enterprise Resource Planning
• Finance
• Sales
• Order Fulfillment Management
• Leadership
• Management Styles
• Microsoft Outlook
• Office Management
• Operations
• Proactivity
• Valves (Piping)
• Sales Engineering
• SAP Applications
• Apache OpenOffice
• Coordinating
• Detail Oriented

• Administrative
• Manufacturing
• Sales
• Customer Service & Support
• Engineering
• Office Administrator
• Office Manager (General)
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers

Minimum experience

2+ years

Posting language

English

Working hours

40 hours per week