Reporting Manager: Customer Service & Administrative Leader

Location: 688 Josephine Street, Wingham, ON

Hours: Part-time, minimum 20 hours per week

Type: Contract 6 months with the possibility of turning into permanent or full-time.

Position Summary:

The Administrative Assistant acts as the face of the company as the first point of contact for both our corporate office and phone calls. This role assists all departments and supports the executive team as needed.

All employees are to participate in, and positively contribute to the company culture, Health and Safety initiatives, continuous improvement and abide by the Employment Standards Act and all company policies and procedures while maintaining a customer service mindset.

Position Qualifications:

Education & Knowledge

• Completion of Secondary School (Preferred)

Skills

• Proactive Self-starter with the ability to work independently and take initiative
• Demonstrated ability to perform effectively in a face-paced, dynamic environment
• Experience with expense management processes and systems
• Accuracy and strong attention to detail
• Accountability and reliability in task completion
• Analytical thinking and problem-solving abilities
• Flexibility and adaptability to changing priorities
• Excellent organizational and time management skills; able to multitask effectively
• Self-motivated with a commitment to continuous improvement
• Able to consult with and influence customers inside and out of Britespan
• Proficient in Microsoft Office Suite
• Proficient in Adobe Pro or other PDF management software
• Microsoft Dynamics or other CRM databases
• Smartsheet – asset

Experience

• 2+ years administrative / customer service experience

Communication

• Excellent English Communication skills (oral and written)
• Effective interpersonal, written and verbal communications with a team mindset

Responsibilities

Front-Line Contact & Communication

• Receive and filter incoming calls and emails as the first point of contact for customers and visitors.
• Manage multiple shared email inboxes and route inquiries to the appropriate departments.
• Greet and sign in guests, ensuring proper PPE and bootie management for facility access.
• Maintain professionalism and confidentiality in all communication.

Office & Facility Management

• Manage incoming and outgoing mail and courier deliveries.
• Maintain a clean and organized entranceway and reception area between cleanings.
• Oversee meeting room bookings and ensure spaces are set up and tidy for use.
• Manage office and kitchen supply ordering, inventory, and vendor coordination.
• Coordinate clothing orders for staff and dealers, ensuring proper tracking and fulfillment.

Administrative Coordination & Data Management

• Support production data entry tasks, ensuring accuracy and timeliness.
• Manage dealer certifications, warranty registrations, and related documentation.
• Track and update dealer information in various systems and trackers.
• Assist with credit card expense reconciliation or processing (as directed).
• Ensure Dealer records, both digital and physical, are filed and accessible in compliance with company policy.

Event, Travel & Project Support

• Assist with company event planning, including staff functions, dealer events, or meetings.
• Support travel management, including booking flights, hotels, and itineraries as needed.
• Coordinate logistics for guests, meetings, or dealer visits.
• Assist with project-based tasks and ad hoc administrative requests as assigned.

IT & Departmental Support

• Provide administrative support to IT management (tracking assets, organizing support requests, vendor coordination).
• Assist with departmental communication, scheduling, and project documentation.
• Help identify opportunities for improved administrative efficiency or process updates.

Continuous Improvement & Growth

• Maintain flexibility to take on new projects or responsibilities as needed.
• Uphold company values and professionalism as a representative of the front office team.

Additional Items

• Willing to develop and maintain knowledge of our products and quality standards

• Ability to interface and communicate with other departments and field personnel

• Ability to meet timing deadlines and coordinate with other departments

• Must have a critical eye for detail

• Flexible, highly motivated, efficient and well organized in order to maintain multiple projects

• Ability to work well in a team environment and under tight deadlines

• Interact with internal departments & external customers with a high level of respect

• Other duties as assigned

minimum 20 hours per week