JOB DESCRIPTION: Administrative Assistant (Inventory & Sales Support)
REPORTING RELATIONSHIPS: Reports to the Inventory & Warehouse Supervisor.
Works with Supply Chain, Sales, Operations, Finance, Production, and Purchasing.
PURPOSE OF THE ROLE
The Administrative Assistant - Inventory & Sales Support provides administrative and data support for inventory, warehouse, and sales operations. The role focuses on maintaining accurate inventory records, supporting ERP activities and inventory reconciliation, and providing backup support to Sales for order entry as needed.
KEY RESPONSIBILITIES
Inventory & ERP Support
- Enter and maintain data in SAGE 300, VLM, spreadsheets, and other systems.
- Support data transfers, ERP uploads, and inventory transactions.
- Review data for accuracy and identify discrepancies or missing information.
- Maintain organized inventory, ERP, and transaction records.
Inventory Control
- Assist with inventory counts and cycle counts.
- Compare physical inventory to system records.
- Support investigation and correction of inventory variances.
- Assist with inventory tracking and process improvements.
Administrative & Data Support
- Prepare spreadsheets, reports, templates, and documentation.
- Maintain digital and physical filing systems.
- Use Excel to compare, reconcile, and validate data.
- Track outstanding items and follow up as required.
- Support document control and recordkeeping requirements.
Sales Order Entry Support
- Provide backup and overflow support to Sales for order entry as needed.
- Enter sales orders and maintain related documentation.
- Review order information for completeness and flag discrepancies.
- Route order information to the appropriate internal teams.
- Support follow-up on order-related information as required.
Communication & Compliance
- Communicate discrepancies, issues, and outstanding items to the appropriate team members.
- Coordinate with internal departments as required.
- Maintain confidentiality and follow company, safety, and inventory procedures.
- Perform other related administrative, inventory, ERP, and sales support duties as assigned.
QUALIFICATIONS & SKILLS
- Experience in administration, inventory, data entry, ERP, or sales support is an asset.
- Experience in a manufacturing environment is preferred.
- Strong Microsoft Office skills, particularly Excel.
- Experience with SAGE 300, VLM, or similar systems is an asset.
- Strong attention to detail and organizational skills.
- Good communication and problem-solving skills.
- Ability to manage multiple priorities and work independently or as part of a team.
KEY COMPETENCIES
- Accuracy and attention to detail
- Organization and time management
- Data entry and recordkeeping
- Inventory and ERP process awareness
- Effective communication
- Problem-solving and discrepancy identification
- Ability to manage changing priorities
- Teamwork and cross-functional support
- Reliability and follow-through
- Continuous improvement mindset
KEY PERFORMANCE INDICATORS
- Accuracy of inventory and ERP data.
- Accuracy and timeliness of sales order entry.
- Timely completion of inventory reconciliations and cycle counts.
- Completion of administrative tasks and follow-ups.
- Accuracy and organization of records and documentation.
- Timely identification and communication of discrepancies.
WORK ENVIRONMENT
Office and warehouse support environment with regular computer work and occasional participation in physical inventory counts.
Job Type: Full-time
Application question(s):
- Are you a Canadian Citizen or Permanent Resident?
Work Location: In person
