Administrative Assistant

Eastern Townships Docks; Waterloo; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading modular dock company in Quebec seeks an Administrative Assistant to manage customer relationships and oversee logistics. Responsibilities include handling communication, invoicing, and coordinating shipments. The ideal candidate is bilingual with strong organizational and clerical skills. This role offers a competitive salary and benefits in a supportive work environment.

Benefits

Competitive salary based on experience

Group insurance

Paid time off

Employee discounts

Qualifications

• Proficient in Administrative Assistance and Clerical Skills.
• Experience in Executive Administrative Assistance.
• Ability to work independently and manage multiple tasks.

Responsibilities

• Manage incoming communications, respond to customer inquiries, and provide a warm welcome to visitors.
• Prepare and coordinate shipments through Purolator, UPS, and Dicom.
• Maintain office environment and assist with inventory reporting.

Skills

Bilingual

Strong Phone Etiquette

Strong Communication Skills

Organizational Skills

Attention to Detail

Education

High school diploma or equivalent

Additional qualifications as an Administrative Assistant or Secretary

Job description

Administrative Assistant - Customer Service & Shipping

Founded in 1988, Eastern Townships Docks is recognized for its innovation and adaptability in designing high-quality modular docks, boatlifts, and nautical accessories. Committed to creating unforgettable family moments by the water and providing attentive customer service, the company has continually refined its products. This dedication has positioned Eastern Townships Docks as the leader and greatest innovator in its sector in Quebec.

Role Description

As the cornerstone of our office operations, you will be the first point of contact for our retail customers and distributors. In this role, you will manage client and dealer communications, assist management with supplier communications, oversee small parts invoicing, and coordinate overnight shipments via Purolator, UPS, Dicom, and help maintain accurate internal records. This position offers a dynamic blend of customer service, administration, and logistics—perfect for someone who thrives in a versatile and client-focused environment.

What We Offer

• Compensation: Competitive salary based on experience starting at $26/hr
• Benefits: Group insurance, paid time off, employee discounts, and more.
• Schedule: Monday to Thursday 7:30am - 4:00pm, Friday's 7:30am - 12:30pm
• Work Environment: Be part of a young, close-knit team in a small, entrepreneurial company where everyone contributes hands-on. We value collaboration, adaptability, and initiative, and we’ll make sure you feel at home with clear processes and personalized onboarding designed to help you succeed.

Responsibilities

In this role, you will take on a variety of tasks that support both our clients and the smooth operation of our office.

On a daily basis, you will manage incoming communications, respond to customer and retailer inquiries by phone and email, and provide a warm welcome to visitors at reception. You will be responsible for preparing and coordinating shipments through Purolator, UPS, and Dicom, issuing invoices, updating retailer orders, and finalizing shipping batches at the end of the day. You will also handle a range of administrative tasks to ensure operations run efficiently.

Each week, you will help maintain a pleasant work environment by caring for office plants and supporting basic workspace upkeep. You will also prepare punch cards for the upcoming week, keep employee absence records up to date, and assist with inventory reporting.

On a monthly basis, you will prepare updated sales sheets and complete compliance checks, including the C-TPAT connection and review.

Qualifications

• Bilingual
• Proficient in Administrative Assistance and Clerical Skills
• Strong Phone Etiquette and Communication skills
• Experience in Executive Administrative Assistance
• Strong organizational skills and attention to detail
• Ability to work independently and manage multiple tasks
• Familiarity with office management systems and procedures
• High school diploma or equivalent; additional qualifications as an Administrative Assistant or Secretary will be a plus