Administrative Specialist

Kintetsu World Express; Mississauga; Hybrid; CAD 42,000 - 45,000; Full time

Benefits offered by this job

Company pension

Bonus program

Inclusive work environment

Job summary

Kintetsu World Express Canada is seeking an Administrative Specialist to support the Administration Department and help ensure efficient day-to-day operations across our Canadian network. You will assist the Administration & Procurement Manager with a variety of duties and coordinate across teams.

The role requires 1–3 years of admin experience, strong MS Office skills, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• 1–3 years of administrative experience in a professional environment.
• Ability to interpret, analyze, and follow established policies and guidelines.
• Proficient in Microsoft Excel, Word, and Outlook; record-keeping skills.

Responsibilities

• Maintain landline and mobile phone systems and portals.
• Process accounts payable invoices and file them.
• Coordinate travel arrangements for employees across Canada.
• Input and distribute exchange rate information.
• Monitor and maintain cargo and freight claims records and metrics.
• Review credit card transactions and reconcile payments.
• Verify customer credit applications and documentation for management review.
• Maintain purchasing records, including costs and orders, and liaise with suppliers.
• Assist reception and front-office duties: phones, visitors, mail, supplies.
• Collaborate with internal departments and external admins on projects.

Skills

English fluency

Communication

Multitasking

Detail-oriented

Teamwork

Work ethic

Tools

Microsoft Excel

Microsoft Word

Outlook

Database systems

Job description

New Opportunity - Actively Recuriting

About Us

At KWE, we are one of Canada’s fastest growing 3PL service providers. With a global network and a commitment to excellence, we deliver world-class logistics solutions to our customers. Our success is built on the dedication of our people; many of our leaders started in entry-level roles and grew their careers with us. If you’re looking for a place where hard work and ambition are recognized and rewarded, we’d love to meet you.

The Opportunity

We are seeking an Administrative Specialist to support the Administration Department and ensure the smooth and efficient execution of day-to-day administrative activities. In this role, you will assist the Administration & Procurement Manager with a variety of administrative duties and requirements, helping to maintain organized processes and effective operations across our Canadian Operations.

In addition, you will provide administrative support across the department, coordinate day-to-day requirements, and contribute to ensuring that administrative tasks are completed accurately, efficiently, and in a timely manner.

What You’ll Do

• Maintain and oversee landline and mobile phone systems and related portals.
• Review, process, and file accounts payable invoices.
• Liaise with vendors to resolve invoice discrepancies and outstanding issues.
• Coordinate and manage travel arrangements and bookings for employees across Canada.
• Input and distribute exchange rate information through UFS+/SENS.
• Monitor, process, and maintain records of cargo and freight claims across all departments, including reporting and tracking key metrics.
• Review credit card transactions, reconcile payments, and process accordingly.
• Verify customer credit application information and supporting documentation to ensure completeness for management review.
• Maintain accurate credit account records and update customer credit information within internal systems.
• Prepare and maintain comprehensive purchasing records, including costs, orders, and issue resolutions.
• Build and maintain effective working relationships with suppliers.
• Monitor inventory levels and recommend stock adjustments as needed.
• Perform reception and front-office responsibilities, including answering phones, greeting visitors, handling mail and courier services, ordering office and kitchen supplies, and coordinating lunch set-up and clean-up.
• Collaborate with internal departments to support projects and activities, while serving as a point of contact for external administrative matters.
• Provide administrative support to the Administration team and carry out additional job-related duties as assigned by management.

What You Bring

• Fluency in English, with the ability to communicate clearly and professionally.
• Strong listening, verbal, and written communication skills, demonstrating a positive, professional, and customer-focused approach.
• One to three years of administrative experience in a professional environment.
• Ability to interpret, analyze, and follow established business policies, procedures, and guidelines.
• Proven ability to manage multiple priorities in a fast-paced environment while meeting strict deadlines.
• Self-motivated and proactive, with the initiative to identify solutions, maintain focus, and ensure a high level of accuracy and attention to detail.
• Ability to work effectively both independently and as part of a collaborative team.
• Reliable, punctual, and dependable with a strong work ethic.
• Proficient in Microsoft Excel, Word, and Outlook, with experience using database systems and maintaining accurate records.

Compensation: Salary range starting from $42,000 to $45,000 per year, with opportunities for growth and advancement based on performance and contribution.

Why Join KWE?

• Fast-paced, dynamic environment with a great team
• Opportunity for advancement
• Generous bonus program linked to company & individual success
• Competitive and equitable compensation packages
• Company paid pension program
• Accessible and inclusive work environment
• Flexible / hybrid work arrangements

KWE is committed to providing accessible employment practices. For more information about our accessible workplace, including disability accommodations required for the application process and beyond, please email [e-mail] .