Administrative Assistant

1 week ago

Etobicoke Ontario, Canada Clutch Full time

Reports To: Production Manager

Location: Etobicoke, Ontario

Job Summary
We are seeking a detail-oriented and motivated Production Administrative Assistant to support daily operations within our automotive reconditioning facility. The ideal candidate is organized, proactive, and thrives in a fast-paced, team-driven environment. This position plays a key role in ensuring smooth communication, accurate documentation, and efficient workflow across the production floor and management team.Key Responsibilities

  • Manage all incoming and outgoing mail and distribute to appropriate departments or personnel.
  • Prepare and maintain vehicle safety and licensing documentation in compliance with Service Ontario and internal company standards.
  • Assist with vehicle file preparation, ensuring all required documents (work orders, inspections, purchase orders, etc.) are accurate and complete before release.
  • Perform a variety of administrative duties including data entry, filing, scanning, copying, and inventory monitoring for office and production supplies.
  • Create and track purchase orders for sold units, verify vendor invoices, and ensure all billing is up to date.
  • Support the Production Manager and management team by compiling and distributing daily, weekly, and monthly performance reports.
  • Coordinate with technicians and service staff to update production schedules, work order progress, and delivery timelines.
  • Provide excellent customer service to internal departments, vendors, and clients — acting as the professional and welcoming point of contact for the Production Department.
  • Assist with cross-departmental support and backfill other administrative roles as required.
  • Perform additional tasks and special projects as assigned by management.

Qualifications

  • Prior experience in an automotive or manufacturing environment preferred.
  • Strong communication, data entry, and organizational skills with keen attention to detail.
  • Proficient with Microsoft Office Suite (Excel, Word, Outlook); experience with inventory or production management software is an asset.
  • Demonstrated commitment to customer service excellence and teamwork.
  • Ability to multitask and adapt to shifting priorities in a fast-paced setting.
  • Willingness to learn various roles and support multiple departments as needed.
  • Flexibility to work overtime or alternate shifts when required.
  • Previous experience in reception, administration, or dealership operations is an asset.

Requirements

  • Clear criminal background check.
  • Legally authorized to work in Canada.
  • Must be able to commute to Etobicoke, Ontario.

Compensation And Benefits

  • Competitive hourly wage.
  • Overtime opportunities.
  • Growth and advancement opportunities within the Production and Automotive Operations departments.

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