Office Administrator
Location: MississaugaDepartment: Site AdministrationReports To: Plant ManagerEmployment Type: Temp-Perm
General Accountability:
Under the supervision of the Plant Manager, the Office Administrator (OA) is responsible for providing administrative support and coordinating office activities to ensure efficiency and compliance with company policies and procedures. This role requires professionalism, discretion, and strong organizational skills due to frequent interactions with senior management and external stakeholders.
Nature & Scope:
The Office Administrator reports directly to the Plant Manager and has no direct reports. This role requires a high level of tact and integrity due to exposure to confidential information and frequent interactions with senior-level internal and external contacts. The OA is expected to be familiar with the company's concepts, practices, and procedures, as well as environmental health and safety policies.
Specific Accountabilities:
Administrative & Office Coordination • Assess customer needs and provide information on company services, procedures, and guidelines. • Handle requests and transactions or direct them to the appropriate department. • Collect and mail correspondence. • Manage petty cash reconciliation and ensure accurate record-keeping. • Assist in resolving customer and supplier issues. • Prepare files and documents using predefined templates or creating them as needed. • Gather data and provide reports or summaries of collected information. • Maintain office supplies inventory, place and expedite orders, and negotiate the best pricing. • Coordinate company functions, meetings, schedules, and equipment. • Arrange travel accommodations when required.
Customer & Vendor Relations • Greet customers and employees in person, via phone, or electronic communication and direct them appropriately. • Provide administrative support to the President, Plant Manager, Sales Manager, and Technical Manager. • Act as backup for the Customer Service Manager when needed. • Attend vendor meetings, take notes, and provide supplemental comments for negotiations. • Verify purchase request specifications, prepare purchase orders, and place orders with vendors. • Inspect received goods, ensuring compliance with orders and coordinating returns of damaged materials. • Monitor market trends and advise management on pricing strategies. • Provide recommendations on procurement, including reducing transportation costs. • Participate in vendor selection, including pre-qualification, quotations, negotiations, performance monitoring, and dispute resolution. • Establish and maintain positive business relationships with suppliers and service providers.
Other Responsibilities • Maintain product inventory and ensure accurate tracking. • Prepare and maintain reports, records, and statistical data. • Perform other duties as assigned by the President or Plant Manager.
Qualifications & Experience: • Minimum 2+ years in an administrative role. • Business or computer school graduate (Bachelor's degree preferred). • Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook). • Excellent communication skills (oral and written). • Ability to multi-task, organize, and meet deadlines. • Strong interpersonal skills with tact and diplomacy. • Professional demeanor with the ability to handle confidential information.
Working Conditions: • Fully in-office position in Mississauga. • Monday to Friday, 8:00 AM – 4:30 PM. • Work is primarily performed sitting in an office environment. • Occasional travel to other company locations may be required.