Office Assistant

Key Responsibilities

• Provide administrative support to the Office Manager and assist with the daily operations of the office.
• Maintain an organized, professional, and efficient office environment.
• Answer incoming telephone calls, respond to emails, greet visitors, and provide exceptional customer service.
• Manage incoming and outgoing mail, courier shipments, office supplies, and general office resources.
• Aid in document preparation, filing, scanning, and maintaining accurate electronic and physical records.
• Maintain confidential employee and company information with professionalism and discretion.
• Cook up communication between departments to support efficient office operations.

Accounting & Administrative Support

• Coincide vendor invoices and assist with Accounts Payable activities, ensuring invoices align with purchase orders and supporting documentation.
• Support invoicing and payment processing activities as directed.
• Aid in accurate data entry within QuickBooks, E2, and other company systems.
• Aid in maintaining administrative records, reports, and documentation.

Inside Sales Support (Backup)

• Provide backup support to the Inside Sales function during vacations, absences, or periods of increased workload.
• Prepare customer quotations using established pricing and company procedures.
• Process customer sales orders accurately and efficiently.
• Respond to customer inquiries regarding order status and general requests.
• Cook with production, purchasing, and operations teams to support on-time delivery.
• Monitor customer orders and communicate updates or potential delays as required.

General Support

• Aid with special projects and administrative initiatives as assigned.
• Contribute to continuous improvement of office processes and administrative procedures.
• Support a positive, collaborative, and customer-focused work environment.

Qualifications & Experience

• A high school diploma or equivalent is required; post-secondary education or administrative training is considered an asset.
• One to three years of administrative, office coordination, customer service, or accounting support experience is preferred.
• Strong organizational and time management skills with the ability to effectively manage multiple priorities.
• Excellent verbal and written communication skills.
• A strong customer service orientation and professional interpersonal skills.
• A high level of accuracy and attention to detail.
• The ability to maintain confidentiality and exercise sound judgment.
• A self-motivated individual with the ability to work independently while also contributing as part of a team.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• A willingness to learn new systems and business processes.

Preferred Qualifications

• Experience with QuickBooks accounting software.
• Experience with ERP systems.