Administrative Assistant

6 months ago


Hamilton, Canada Heddle Marine Service Inc Full time

**Position Summary**:
We are seeking a highly organized and detail-oriented Administrative Assistant to support our Procurement Department by providing administrative and clerical assistance. This role requires a proactive individual who can handle multiple tasks simultaneously and communicate effectively with various stakeholders.

**Responsibilities**:

- Assist in the preparation and processing of purchase orders and requisitions.
- Approves purchase orders, coordinating and verifying delivery of goods and services.
- Monitor order status and follow up with vendors to ensure timely delivery.
- Help in the evaluation of vendor performance and maintain supplier records.
- Process invoices, ensuring they are matched with purchase orders and packing slips.
- Support the development of plans and schedules for procurement projects.
- Assist in managing project timelines, dependencies, and milestones.
- Maintains existing relationships with suppliers to aid negotiations and optimize pricing.
- Identifies and researches potential new supplier’s and vendor’s Supplier Qualification, tendering process, RFI, RFP, RFQ with vendors.
- Assist with Supplier Performance Management including supplier quality, cost, and delivery.
- Ensures compliance with all legislations, regulations, procedures, and standards congruent with the Company and the Marine Industry.
- Provides periodic reporting for management on purchasing, controls and processes Ensure a good record keeping and documentation.
- Participate in special projects and initiatives as assigned.
- Other duties as assigned.

**Qualifications & Experience**:

- Degree or Diploma in Business Administration or Supply Chain Management preferred.
- Minimum of 2 years of administrative experience, preferably in procurement or a related field.
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).



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