Administrative Assistant

Clutch Canada; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

An automotive reconditioning facility in Etobicoke is seeking a detail-oriented Production Administrative Assistant. The role involves managing documentation, supporting the production workflow, and providing excellent customer service. Candidates should have strong communication and organizational skills, with experience in an automotive environment being preferred. This position offers competitive hourly wages and opportunities for growth within the organization.

Benefits

Competitive hourly wage

Overtime opportunities

Growth and advancement opportunities

Qualifications

• Prior experience in an automotive or manufacturing environment preferred.
• Demonstrated commitment to customer service excellence and teamwork.
• Willingness to learn various roles and support multiple departments as needed.

Responsibilities

• Manage all incoming and outgoing mail and distribute appropriately.
• Prepare and maintain vehicle safety and licensing documentation.
• Assist with vehicle file preparation to ensure documents are accurate.
• Perform administrative duties including data entry, filing, and inventory monitoring.
• Create and track purchase orders and verify vendor invoices.
• Compile and distribute daily, weekly, and monthly performance reports.
• Coordinate with technicians and service staff for updates.
• Provide excellent customer service to internal departments and clients.

Skills

Strong communication

Data entry

Organizational skills

Customer service excellence

Multitasking

Education

Experience in automotive or manufacturing environment

Proficiency with Microsoft Office Suite

Experience with production management software

Job description

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.