POSITION OVERVIEW:

The Administrative Assistant & Receptionist will be the first point of contact for our customers and vendors. This role includes managing front desk duties, answering and directing phone calls, assisting with customer inquiries, supporting shipping and logistics (both domestic and international), and helping with basic accounting and invoicing tasks using QuickBooks Online. The successful candidate will also start gradually taking responsibility for preparing purchase orders under supervision.

REQUIRED SKILLS & QUALIFICATIONS:

• Minimum 2 years of experience in an administrative or receptionist role
• Proficiency with QuickBooks Online (QBO) is required
• Strong verbal and written communication skills
• Proficient in Microsoft Office (Outlook, Excel, Word)
• Detail-oriented with strong organizational skills
• Ability to multitask and work independently
• Friendly and professional demeanour with excellent customer service skills

PREFERRED SKILLS:

• Experience with SOS Inventory or similar inventory software
• Familiarity with shipping and courier platforms
• Previous experience in manufacturing, logistics, or distribution environments

• Greet and assist visitors in a professional manner
• Answer and direct incoming phone calls and emails
• Assist customers with general inquiries and direct them to appropriate team members
• Prepare and process customer invoices and payments in QuickBooks Online
• Co-ordinate shipping schedules and communicate shipment updates for both international and domestic (within Canada) shipments
• Maintain communication with shipping companies and track shipments
• Begin taking responsibility for preparing and managing purchase orders under supervision
• Manage office supplies and maintain a tidy front desk area
• Maintain accurate filing and record-keeping systems
• Support general administrative tasks as needed