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Office Administrator

1 month ago

Brantford, Ontario, Canada Royal Machine Solutions Full time
Job Summary

The Office Administrator/Purchaser is a key role within Royal Machine Solutions, responsible for ensuring the smooth operation of our office. This position involves managing office supplies, handling purchasing duties, supporting HR tasks, and maintaining administrative processes.

Key Responsibilities
  1. Office Supplies Management
    • Coordinate the ordering and inventory management of office supplies, including copy paper, pens, notebooks, labels, and other miscellaneous items.
    • Source and procure specialty items such as stamps, Kleenex, and shipping supplies from various vendors.
    • Manage orders for office equipment, including printer toners, medical kits, and electronics.
    • Oversee the ordering and replenishment of shop supplies, including paper towels, toilet paper, hand soap, and medical supplies.
  2. Purchasing
    • Utilize Airtable to manage orders and maintain Kanban cards for material requisition.
    • Develop and update job-related SOPs with a focus on continuous improvement.
    • Obtain quotes and source new suppliers for materials, including metals, tools, and office supplies.
    • Place orders for shop essentials, such as welding wire, gases, oils, lubricants, and other materials.
    • Coordinate with managers to organize incoming materials and ensure timely delivery.
  3. Administrative Tasks
    • Answer phones, direct calls, and manage email correspondence.
    • 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 events.
    • Address facility maintenance issues by coordinating with service providers.
    • Maintain and update employee records, including job numbers, contact lists, and attendance spreadsheets.
  4. 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.
  5. Miscellaneous Tasks
    • Organize yearly oil sprays for shop trucks and handle miscellaneous shipping requests.
    • Occasionally handle tasks such as 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.