Office Administrative Assistant

About Dimachem Inc.

Dimachem Inc. is a trusted name in chemical blending and packaging, proudly based in Windsor, Ontario. We provide high-quality manufacturing services to a wide range of industries and are committed to safety, innovation, and operational excellence.

About this Role:

The Successful Candidate will be joining the Order Fulfillment Team. You will be responsible for overseeing a variety of administrative office duties including greeting employees and visitors, ensuring sign-in procedures and protocols are followed, training contractors and answering and referring inbound telephone calls. You'll also be responsible for data entry, invoice and shipping paperwork preparation, order and delivery tracking and arranging transportation for our outbound shipments.

You are a dynamic, energetic professional with excellent customer service skills. You are a detail oriented individual who can multitask in a fast paced environment. You understand the impact of this position to other business functions that depend on the accuracy and efficiency of outgoing items. You are a proven team player who is both flexible and highly adaptable and a strong collaborator that works well individually, as well as in a team environment.

Responsibilities:

• Same day data entry (100% accuracy) of customer/supplier purchase orders into the ERP system.
• Provide same-day order confirmation and responsive order management, including communication and clarification of any order discrepancies.
• Liaise with our production and purchasing teams to ensure lead times are clearly defined and proactively communicate supply chain issues to our team and our customers.
• Provide alternative solutions for order issues and actively participate in continuous improvement of the order entry process and customer/supplier experience.
• Ensure that our customers are treated with respect and gratitude and are clearly communicated at each step of the order fulfillment process (especially if things don't go as planned).
• Develop solid relationships with our sales team and keep them informed of any issues with their customer's orders.
• Maintain accurate customer/supplier information in our ERP system by entering any new and updated customer/supplier and account information.
• Respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties.
• Co-manage inbound/outbound mail, including priority posts, packages, courier services, and other correspondence.
• Maintain and update department manuals and other miscellaneous reports.
• Ensure Restricted Components customer notifications are current and in compliance with Integrated Management System (IMS) standards.
• Generate and provide Certificate of Analysis information to our customers, in accordance with their respective Certificate of Analysis requirements.
• Co-manage the scheduling of our daily transportation needs with different carriers/couriers that optimize service and cost.
• Investigate opportunities with alternate carriers to maintain or reduce freight costs as a percentage of sales.
• Keep an up-to-date carrier corrective action log and provide recommendations to mitigate issues.
• Provide backup reception services - telephone, shipping and customs paperwork and invoice processing coverage for breaks, lunch, vacations and other time off.
• Ensure the strict confidentiality and privacy of all data as it relates to the organization and its business partners.
• Other duties, as required by the organization.

Skills and Attributes for Success:

• A strategic and growth-oriented mindset focused on identifying and implementing continuous improvement task optimizations.
• Excellent communicator and collaborator, with an exceptional ability to adapt and formulate new plans, as contingencies arise.
• High level of integrity and work ethic.
• Superior level of moral judgment for handling confidential information.
• Professional, polite, calming and diplomatic disposition.
• Self-starter and uses good judgment in difficult or unusual situations.

Qualifications:

• Graduate of Post Secondary Education.
• Superior telephone manners and strong interpersonal skills.
• Excellent computer skills.
• Good organizational, time management and prioritizing skills.

Job Type: Full-time

Pay: $20.00-$26.00 per hour

Benefits:

• Company events
• Dental care
• Employee stock purchase plan
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Vision care

Education:

• Secondary School (preferred)

Work Location: In person