Administrative Assistant

Position Summary

The Administrative Assistant supports Floral Express' vision of being the leading floral wholesaler, driving innovation, delivering an exceptional customer experience, fostering growth, and creating a vibrant, supportive workplace where every team member thrives by providing high-level administrative support directly to the Manager, Production, Logistics and Facilities, ensuring their daily operations run smoothly, efficiently and professionally, contributing to the overall success of the company. The ideal candidate is proactive, organized, detail-oriented, and ready to support a fast-paced, growing logistics operation.

This role involves handling communications, scheduling, paperwork, employee support and project coordination. You'll act as a key liaison between supervisors and other departments, ensuring seamless information flow and operational support. The Administrative Assistant will act as a liaison between the Logistics/Operations team members and the Manager, ensuring effective and efficient communication.

Key Accountabilities

· Border & Transportation Paperwork: Prepare and manage all documentation related to cross-border shipments.

· Fleet Documentation

· Route Planning Support: Receive training in logistics planning and assist with creating efficient delivery routes.

· Maintenance Coordination: Communicate with mechanics and service providers to schedule routine and urgent vehicle maintenance.

· Inventory & Supplies: Order and manage operational supplies to ensure availability for day-to-day needs.

· Scheduling: Develop and maintain driver and team schedules based on operational demands.

· Meeting Support: Attend meetings, prepare agendas, take detailed notes, and track action items.

· Supervisor Assistance: Support operations supervisors with various tasks as needed.

· Paperwork Preparation: Create and organize key operational documents such as Bills of Lading (BOLs), packing lists, and Standard Operating Procedures (SOPs).

· Account Management: Apply for and maintain transportation-related accounts (e.g., Ambassador Bridge, IFTA, 407 ETR) and ensure they remain in good standing.

· Employee Meetings: Assist in preparing materials and notes for team or one-on-one meetings with Manager.

· Assist with documentation and reporting, such as logging damages, shortages, or incidents.

· Communicate effectively with other departments, such as Procurement, Logistics, and Customer Service, to resolve issues or meet delivery timelines.

· Operate warehouse equipment safely and efficiently and help ensure maintenance schedules are followed.

*Please note that this job description provides a general overview of the expected nature and level of work, knowledge, skills, and abilities required. It is not intended to be a comprehensive listing of all activities, duties, or responsibilities. Additional tasks may be assigned as necessary.

Competencies & Behaviours

Communication:

Fosters open communication, speaks truthfully, listens to others, and values all opinions. Communicates so that messages are clearly understood and consistent. Acts respectfully to influence an outcome, impact, or effect. Responds appropriately to the concerns of others.

The ability to communicate effectively and influence others to support corporate goals is integral to Floral Express' success. Uses active listening to understand and can clearly present ideas and information.

· Seeks to understand through facts and information prior to drawing conclusions or taking action

· Listens actively and objectively without interruption. Conveys understanding and empathy from the other person's perspective

· Responds to people's concerns in a respectful manner

· Presents relevant information in a timely, logical, clear, and consistent manner

Customer Service:

Customer Service is understanding the needs of the customer and actively focusing on anticipating, meeting and exceeding those needs. It includes responding to current and future customer needs and providing excellent service to both internal and external customers.

Exceptional customer service and positive relationships with internal and external customers and strategic stakeholders are critical to Floral Express achieving its business results.

· Ensures professional and courteous service

· Acts promptly to ensure customer expectations are met and problems are resolved

· Takes personal responsibility for providing excellent service

· Interacts well with all customers and understands that each customer is different

Problem-Solving:

Investigating issues, identifying or developing options and selecting solutions to problems which occur in the role. This may include following standard procedures to gather information and to identify problems and their solutions; analyzing data and using initiative to select from available resolutions; carrying out research or collating and analyzing a range of data from different sources; resolving problems where an immediate solution may not be apparent; anticipating and dealing with highly complex problems; and carrying out major research projects.

Supports the organization by creating relevant options for addressing problems/opportunities identified. Identifying the constraints and risks associated with the options and evaluating the advantages/benefits associated with the options.

· Identifies a solution to the problem identified

· Develops methods of dealing with the constraints identified

· Identifies the decision to be made

· Waits for permission/support to implement to decision identified

Internal & External Contacts

Internal

· All departments

External

· Vendors, suppliers, customers

Education, Skills, and Experience

· College diploma or certificate in office administration, logistics, operations or related field.

· 2 + years of proven experience as an administrative assistant, logistics assistant, Operations assistant or in a similar role supporting a team or experience as a Team leader.

· Experience using the Computer, Microsoft applications and any relevant software.

· Experience in managing calendars, handling communications and general administrative tasks.

Working Conditions

Physical Environment

· Work is conducted in a warehouse/cooler environment.

Physical Effort

· Continuous lifting, bending, pulling, pushing movements

· Ability to lift up to 50lbs.

· Sitting, standing, walking, bending, lifting

· May be exposed to Warehouse, Greenhouse and Cooler temperatures between 2 and 10 c.

Mental Effort

· High-level capacity for handling pressure to ensure strict deadlines are met despite regular interruptions

· The incumbent will be required to sit or stand for extended periods. Sit-stand desk functionality is available in support of Floral Express' Wellness practices.

· Office, warehouse, greenhouse, and cooler environments

· Regular computer use is required

· Long periods of focus and attention to detail

· Can be highly stressful at times due to tight deadlines and the nature of our perishable products.

This job description indicates in general the nature and levels of work, knowledge, skills, abilities, and other essential duties expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required.

What we offer:

· Competitive wage. The range between $21-$24 per hour/per annum

· Collaborative and inclusive work environment.

· Comprehensive training programs.

· Opportunity to work with a dedicated team of peers who share similar values.

Application Process:

• If you want to work in a positive, challenging, and safe environment where your contributions are valued, please send us your resume, cover letter (this is mandatory) AND complete the following mandatory assessment, which can be done using this link:

(Copy and Paste the link below in your web browser)

Please note applications submitted without a cover letter and completing the Predictive assessment would not be considered.

Floral Express is dedicated to fostering an accessible environment for both current and prospective employees. We strive to offer suitable accommodation throughout the entire recruitment process. If you require any accommodation, please let us know.

Job Types: Full-time, Permanent

Benefits:

• Company events
• Dental care
• Extended health care
• On-site parking
• Vision care

Application question(s):

• Have you completed the mandatory Predictive Assessment outlined in the job post? If not, please take a moment to do so. Applications will not be considered without the Predictive Assessment. Simply copy and paste the following link into your web browser:

Work Location: In person

Job Types: Full-time, Permanent

Pay: $21.00-$24.00 per hour

Expected hours: 42.5 per week

Benefits:

• Company events
• Dental care
• Paid time off
• Vision care

Ability to commute/relocate:

• Woodstock, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Have you completed the mandatory Predictive Assessment outlined in the job post? If not, please take a moment to do so. Applications will not be considered without the Predictive Assessment. Simply copy and paste the following link into your web browser:
• Have you submitted a (mandatory) cover letter, if not please do.

Education:

• Secondary School (required)

Language:

• English (required)

Work Location: In person