Job Title: Office Administrative Assistant(On-Site) – Retail & Wholesale
Location: 201-200 Windflower Gate, Woodbridge, ON L4L 9L3
Company: Luggage City

ABOUT US:

We are a well-established retail and wholesale company seeking a dedicated and experienced Office Administrative join our dynamic team. This on-site role involves handling administrative tasks that support the entire organization, ensuring efficient day-to-day operations across departments. Fluency in English, Cantonese, and Mandarin is required due to accounts managed in Canada and China.

QUALIFICATIONS:

• Previous experience in office administration, clerical work, or related administrative roles.
• Strong proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Familiarity with cloud-based storage and collaboration tools, including OneDrive and Google Drive.
• Experience working with business data such as sales reports, purchase orders, inventory levels, and shipment status.
• Understanding of business operations, including common terminology and tracking metrics.

Post-secondary education in a relevant field preferred, such as:

• Business Administration
• Accounting or Finance
• Supply Chain Management and Logistics
• Commerce or Economics
• International Business
• Office Administration or Executive Office Studies

REQUIRED SKILLS:

• Attention to detail with a high degree of accuracy in data entry and documentation.
• Ability to operate office equipment including scanners, copiers, and printers.
• Discretion and integrity in managing confidential and sensitive information.
• Ability to work independently and take initiative while maintaining a team-oriented mindset.
• Excellent organizational and time-management skills with the ability to handle multiple priorities.
• Strong communication and interpersonal skills to build effective relationships with vendors and colleagues.
• Access to a personal vehicle and a valid driver’s license.
• Mandatory fluency in English, Cantonese, and Mandarin, both written and spoken, due to accounts managed in Canada and China.

PRIMARY RESPONSIBILITIES:

• Serve as the primary point of contact for vendors, ensuring professional and timely communication.
• Draft, review, and manage communications, reports, presentations, and spreadsheets.
• Coordinate appointments and manage scheduling with the executive team.
• Organize paper and electronic documents, maintaining efficient administrative records.
• Order supplies, manage inventory, and maintain replenishment schedule.
• Maintain a strong understanding of the company’s structure, policies, and goals.
• Enter purchase orders, track shipments, and provide regular status updates.

DAILY TASKS:

• Review and manage incoming and outgoing mail, emails, and calls.
• Act as a liaison between the executive team and other organizations or individuals.
• Prepare documents, reports, and presentations as needed.
• Receive and enter purchase orders into the RMS database, ensuring clear communication with retail stores and vendors.
• Perform other assigned administrative tasks to support daily operations.

ADDITIONAL RESPONSIBILITIES:

• Draft monthly sales and inventory targets and prepare forecasts based on historical data and current trends.
• Assist in the preparation of monthly and annual financial reports to provide insights into the company’s financial health.
• Collaborate with the management team to assist in budgeting processes, ensuring accurate tracking of expenses and revenue against the set budget.
• Provide regular updates on financial performance, highlighting variances and recommending adjustments as necessary.
• Maintain accurate financial records to support forecasting and budgeting activities.