Administrative Assistant

Clutch Technologies Inc.; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading automotive reconditioning company in Toronto is seeking a Production Administrative Assistant to support daily operations. The ideal candidate is detail-oriented and organized, with strong communication and data entry skills. Responsibilities include managing documentation, assisting with vehicle file preparation, and providing excellent customer service. Competitive hourly wage and growth opportunities are offered.

Benefits

Competitive hourly wage

Overtime opportunities

Growth and advancement opportunities

Qualifications

• Prior experience in an automotive or manufacturing environment preferred.
• Ability to multitask and adapt to shifting priorities in a fast-paced setting.
• Clear criminal background check.

Responsibilities

• Manage all incoming and outgoing mail and distribute to appropriate departments.
• Prepare and maintain vehicle safety and licensing documentation.
• Assist with vehicle file preparation and ensure accuracy before release.
• Perform administrative duties including data entry, filing, and inventory monitoring.
• Create and track purchase orders and verify vendor invoices.

Skills

Strong communication skills

Data entry

Organizational skills

Attention to detail

Customer service excellence

Multitasking

Tools

Microsoft Office Suite (Excel, Word, Outlook)

Inventory management software

Job description

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.

• 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 within 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.