Administrative Specialist

Kelly’s customer, located in Burlington, ON, is looking for a Sales Support Administrator to be responsible for performing a variety of administrative, clerical, and customer service tasks related to vendor transactions, inventory management, and warehouse coordination. This role supports both the sales and warehouse divisions to ensure accurate and efficient processing of orders, inventory records, and customer communications. This is a full-time, in-office position.RESPONSIBILIES:Front-Line Customer SupportManage the customer service inbox and respond to inquiries promptly and professionally.Act as a liaison between customers, inventory, and warehouse operations.Support the sales and warehouse divisions with inventory movement and related inquiries.Handle all customer and internal inventory inquiries in a timely and accurate manner.Inventory ManagementReceive and review Sales/Purchasing Forms for accuracy; enter work orders into the accounting system and notify the warehouse of release numbers and pickup dates.Communicate order confirmations and relevant details (e.g., release numbers, delivery dates) to customers.Prepare and file customs documentation when required.Generate and issue customer invoices for products, services, and freight charges.Monitor stock levels and notify Purchasing when re-stocking is required.Track customers’ tank levels daily, manage telemetry data, and process orders accordingly.Maintain accurate and balanced inventory records.Collaborate with the Sales team to provide up-to-date information on available tonnage, consignment stock, and re-order points.Invoice prepaid tonnage upon warehouse arrival and set up release numbers for tenant inventory pickups.Vessel / Allocated Sales CoordinationReceive customer tonnage allocations from the Sales team and coordinate logistics accordingly.Communicate with customers regarding available tonnage and manage balances within company-controlled warehouses.Work with the Transportation team to schedule movement of tonnage while vessels are in port.Coordinate with warehouse operations at the port of discharge to create and execute discharge plans.Provide timely updates to stakeholders on vessel arrivals, discharge plans, weather conditions, and daily unloading progress.Manage and maintain all vessel-related documentation and records.Additional DutiesProvide on-call support during busy seasons (spring and fall).Assist with year-end file management and archiving.REQUIREMENTS:Self-starter with strong analytical and problem-solving skills.Excellent organizational and time management abilities.Strong verbal and written communication skills.Collaborative and effective in a team environment.Willingness to work overtime during peak periods.Advanced proficiency in Microsoft Excel, Word, PowerPoint, and Office Suite.Education & Experience RequirementsPost-secondary education in Business Administration or a related field (Community College diploma preferred).Minimum one year of clerical or administrative experience in a computerized office environment.Experience in inventory management or logistics coordination is an asset.Knowledge of the agriculture industry is considered an asset.PERKS:Temporary position with potential to go permanent.Hourly pay ranges from $23 - $27 per hour, plus 4% vacation pay paid weeklyWork in a dynamic organization that continues to grow.Great opportunity for personal and professional development and growth.Why Kelly®?As a worker today, it’s up to you to take charge of your career and look for opportunities to learn, grow and achieve your potential. Helping you find what’s next is what we’re all about. We know what’s going on in the evolving world of work—just ask the nearly 500,000 people we employ each year. Connecting with us means getting the support, guidance and opportunities needed to take your career where you may have never imagined.About Kelly®At Kelly, we’re always thinking about what’s next and advising job seekers on new ways of working to reach their full potential. In fact, we’re a leading advocate for temporary/non-traditional workstyles, because we believe they allow flexibility and tremendous growth opportunities that enable a better way to work and live. Connecting great people with great companies is what we do best, and our employment opportunities span a wide variety of workstyles, skill levels and industries around the world.Kelly is an equal opportunity employer committed to employing a diverse workforce and providing accommodations for people with disabilities in all parts of the hiring process as required under its Employment Accommodation Policy. Kelly will work with applicants to meet accommodation needs that are made known to Kelly in advance.