Description

This position provides administrative and warehouse support across departments. Responsible for performing tasks involved in shipping and receiving parts supplies and equipment. Supports managers and employees through a variety of tasks related to the organization. Ability to effectively communicate via phone and email, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.

PRIMARY RESPONSIBILITIES

Sales & Service Administration:

• Handle incoming and outgoing verbal and written communications (e. g. emails, phone calls, mail and reception)
• Assist in the preparation of reports, presentations, and correspondence.
• Maintain office supplies inventory and ordering, as needed.
• Support sales administration, finance, and operations teams with administrative tasks.
• Ensure compliance with company policies and confidentiality standards.
• Maintain and update customer databases, CRM system, and GDM uploads.
• Respond to customer inquiries and route requests to team members
• Assist with Export Control for customer sales orders and purchase orders, such as End User screening, Statement of Assurance (SOA) and update internal records and spreadsheets accordingly.
• Create customer accounts in BP workflow.
• Communicate and coordinate with internal departments (e.g. marketing, finance, logistics) to support sales activities
• Ship and receive parts, supplies, and equipment
• Perform general office duties such as filing, scanning, and data entry

Accounting & Finance:

• Review and post non-trade vendor invoices
• Review the accuracy of approved employee expense reports using Concur Expense software
• Assist with contacting customers regarding past due invoices for collection
• Assist with contacting suppliers to address payment issues
• Assist with preparing internal and external financial statement audit schedules and supporting documentation
• Assist Management with special/ad-hoc requests for reports or files

EDUCATION, LICENSES, AND/OR CERTIFICATION REQUIREMENTS

• Minimum of 2 years of related experience.
• Ontario Secondary School Diploma (OSSD) or equivalent

EXPERIENCE AND TRAVEL REQUIREMENTS

Minimum of 3 years’ experience in manufacturing or high-tech industry

SKILLS AND ABILITIES REQUIREMENTS

• Excellent verbal and written English skills
• Highly proficient in MS Office applications
• Ability to multitask and prioritize tasks effectively
• Effective communication skills and ability to collaborate with cross-functional teams
• Systems skills in SAP desired
• Ability to operate a pump truck
• Lifting of up to 50 lbs
• Other duties as assigned