Sales and Operations Administrative Assistant

Job Title: Sales and Operations Administrative Assistant

Location: 400 Eastport Drive Boulevard, Hamilton, L8H 7S4

Industry: Industrial / Manufacturing

Employment Type: Full-Time Onsite

About Us

Canadian Asphalt Industries Inc. is a leader in specialty asphalt solutions, manufacturing performance-graded asphalt cements and bespoke product blends, supported by expert technical advisory. We serve a wide range of clients in construction infrastructure across Canada, backed by a dedication to quality and innovation.

Our organization is powered by expertise, commitment, and customer focus, delivering top-tier performance in asphalt products.

Position Overview

Reporting to the Canadian Asphalt Plant Manager, the Sales and Operations Administrative Assistant plays a key role in supporting sales, operations, and front-office administration. This is a split role combining sales/operations support with general administrative and receptionist responsibilities, making it ideal for a detail-oriented professional who enjoys variety in their day-to-day work.

Key tasks include updating customer sales contract pricing, processing orders and purchase orders in the JDE system, and assisting the operations team with documentation and scheduling. In addition, this role manages front-office responsibilities such as greeting visitors, answering phones, handling general inquiries, and providing administrative support to the wider team.

Key Responsibilities

Sales Support

• Provide administrative support to the sales and marketing department;
• Prepare, format, and maintain sales proposals, quotes, and customer presentations;
• Assist with order processing, tracking, and coordination with production/shipping teams;
• Maintain and update customer databases, CRM systems, and sales records;
• Support the preparation of marketing materials, trade show coordination, and digital campaigns;
• Support the sales team in conducting market research and competitor analysis;
• Coordinate schedules, appointments, and follow-ups for the sales team;
• Handle customer inquiries and direct them to the appropriate team member;
• Generate sales and marketing reports for management review.

Operations Support

• Provide administrative support to the Operations department by entering and processing orders and purchase orders, as well as auditing and processing vendor and supplier invoices in JDE.
• Assist employees with expense sheets;
• Maintain accurate customer, vendor, and contractor files, ensuring compliance with WSIB and other requirements;
• Assist the Plant Manager with editing, reporting, and preparing documents.
• Generate operations reports as required;
• Request setup for new vendors and maintain strong vendor relationships;
• Manage petty cash: record transactions, maintain receipts, and handle banking;
• Order, inventory, and arrange all office supplies (PPE, and consumables);
• Pick up miscellaneous supplies (PPE, kitchen supplies, etc.) as required.

General Administrative & Reception

• Greet and assist visitors, clients, and vendors in a professional manner.
• Answer and direct phone calls, manage incoming mail, and respond to general inquiries.
• Support office organization, filing systems, and supply management.
• Schedule meetings, coordinate calendars, and assist with travel arrangements when needed.
• Provide general administrative support to managers and staff across departments.
• Prepare and organize office group meetings and social events.
• Provide replacement support for the Logistics Coordinator, as needed.

Qualifications

• College diploma or equivalent experience in administration, business, or marketing.
• Previous administrative experience in a sales or marketing role (industrial/manufacturing environment preferred), minimum 5-7 years of experiences.
• Strong organizational and multitasking skills with attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with CRM systems an asset.
• Excellent English written and verbal communication skills.
• French speaking an asset
• Ability to work independently as well as collaboratively with cross-functional teams.
• Strong customer service orientation and problem-solving skills.

What We Offer

• Matching RRSP;
• Health and dental coverage;
• Wellness portal ;
• Employee Assistance Program (EAP);
• Paid Vacation;
• Paid sick leave;
• Possibility of a yearly bonus.

Type d'emploi : Temps plein, Permanent

Rémunération : à partir de 55 000,00$ par an

Avantages :

• Assurance Dentaire
• Assurance Invalidité
• Assurance Maladie Complémentaire
• Assurance Vie
• Assurance Vision
• Congés payés
• Cotisation égale au RÉER
• Événements d'Entreprise
• Programme d'Aide aux Employés
• Programmes de Bien-être
• Stationnement sur place

Langue:

• Français (Souhaité)

Lieu du poste : En présentiel