Office Administrator

4 months ago

Brantford, Canada Royal Machine Solutions Full time

**Company Overview**:
Royal Machine Solutions is a dynamic contracting company based in Brantford, Ontario, specializing in full millwrighting services, custom conveyor manufacturing, and high-quality fabrication. We pride ourselves on cultivating a passionate workforce skilled in industrial machine repair. We believe in honesty, customer satisfaction, and fostering a positive work environment.

**Job Summary**:
The Office Administrator/Purchaser is responsible for managing office supplies, handling purchasing duties, supporting HR tasks, and maintaining administrative processes. This role involves ensuring smooth office operations, timely procurement of materials, and efficient communication with staff and vendors.

**Key Responsibilities**:
**Office Supplies Management**:

- Order and maintain inventory of office supplies including copy paper, pens, notebooks, labels, and other miscellaneous items.
- Coordinate the purchase of specialty items such as stamps, Kleenex, and shipping supplies from various vendors like Staples, Amazon, and Uline.
- Manage orders for office equipment such as printer toners, medical kits, and electronics.
- Keep track of and reorder shop supplies including paper towels, toilet paper, hand soap, and medical supplies.

**Purchasing**:

- Use Airtable online system to manage orders and maintain Kanban cards for material requisition.
- Create and update job related SOP’s with an eye for continuous improvement
- Obtain quotes and source new suppliers for materials including metals, tools, and office supplies.
- Place orders for shop essentials like welding wire, gases, oils, lubricants, and other materials.
- Coordinate with managers to organize incoming materials and ensure timely delivery.

**Administrative Tasks**:

- Print, match, and code vendor invoices and purchase orders.
- Enter vendor invoices, credit card receipts, and customer payments into QuickBooks.
- Perform weekly cheque runs, mail vendor cheques, and manage daily filing tasks.
- Reconcile credit cards and vendor statements on a monthly basis.
- Update job numbers in T-sheets, create new folders, and assist with payroll submissions.
- Support in the preparation of marketing packages and event planning, including company BBQs and Christmas parties.
- Address facility maintenance issues by coordinating with service providers.
- Maintain and update employee records, including job numbers, contact lists, and attendance spreadsheets.

**Human Resources Support**:

- Assign and manage employee numbers in the Fastenal Vending Machine website and T-sheets.
- Update new employee information and remove records for employees who have left the company.
- Assist in organizing employee-related documents, such as work boot and tools spreadsheets.

**Miscellaneous Tasks**:

- Organize yearly oil sprays for shop trucks and handle misc. shipping requests.
- Occasionally handle tasks like internet troubleshooting, printing cheques, and putting supplies away.

**Qualifications**:

- Experience in an office administration or purchasing role, preferably within a manufacturing or industrial environment.
- Proficient in using QuickBooks Online, Airtable, and other office software.
- Strong organizational skills with an ability to multitask and prioritize work.
- Excellent communication skills, both written and verbal.
- Ability to work independently and as part of a team.
- A positive attitude and a keen eye for detail.

**Compensation and Benefits**:

- Competitive salary based on experience.
- Comprehensive benefits package including dental, extended health care, life insurance, and vision care.
- Opportunities for professional development and growth within the company.

**Job Types**: Full-time, Permanent

Pay: $17.00-$25.00 per hour

Expected hours: 40 per week

**Experience**:

- Purchasing: 2 years (preferred)
- QuickBooks Online: 5 years (preferred)

Work Location: In person

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