Administrative Support Assistant

Vylor; Caledon; On-site; CAD 28,000 - 40,000; Full time

Job summary

Ccs4u in Caledon, ON is seeking an Administrative Support Assistant for an on-site role starting January 4, 2027. You will support administration, accounts payable, shipping, meetings, vendors, and site documentation to keep daily operations organized.

Responsibilities include coordinating shipping, maintaining records, handling AP inquiries, directing requests, coordinating meetings, and processing attendance and reporting.

Qualifications

• Two or more years of administrative or related experience.
• High school diploma; post-secondary education is an asset.
• Proficient with Microsoft Office Suite, Teams and Zoom.
• Clear and professional communication skills.
• Ability to prioritize tasks and work independently.

Responsibilities

• Coordinate daily shipping activities and time-sensitive shipments.
• Maintain accurate records, trackers, files, and site documentation.
• Support Accounts Payable processes and vendor inquiries.
• Monitor administrative inboxes and direct requests.
• Coordinate meetings, room bookings, catering, materials and notes.
• Track administrative tasks and action items.
• Assist with purchase requests and vendor/contractor documentation.
• Manage site and lunchroom supply orders.
• Prepare site announcements and holiday communications.
• Provide administrative coverage and on-site support as needed.
• Handle confidential information professionally.

Skills

Organizational skills

Time-management

Communication skills

Problem solving

Education

High school diploma

Post-secondary education an asset

Tools

Microsoft Office Suite

Teams

Zoom

Job description

We’re looking for an Administrative Support Assistant to join our team in Caledon, ON, to start January 4, 2027.

What You’ll Do

In this on-site role, you’ll help keep daily site operations organized and moving by supporting administration, Accounts Payable, shipping, meetings, vendors, and site documentation.

Your responsibilities will include:

• Coordinating daily shipping activities and time-sensitive shipments.
• Maintain accurate records, trackers, files, and site documentation.
• Supporting Accounts Payable, including vendor inquiries, tickets, invoice tracking, and issue follow-up.
• Monitoring administrative inboxes and directing requests to the right contacts.
• Coordinating meetings, room bookings, catering, materials, notes, and follow-up activities.
• Tracking administrative tasks and outstanding action items.
• Supporting purchase requests and vendor and contractor documentation.
• Managing site and lunchroom supply orders.
• Completing daily attendance and contractor-hour reporting.
• Preparing site announcements, closure notices, holiday communications, and other materials.
• Providing administrative coverage and additional site support when needed.
• Handling confidential information professionally.

Safety

You’ll contribute to a safe workplace by participating as a member of the Joint Health and Safety Committee (JHSC) and supporting site health and safety programs and initiatives.

Salary Type: per hour Salary: 25.00 Job Requirements:

What You’ll Bring

• High school diploma; post-secondary education is an asset.
• Two or more years of administrative or related experience.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Clear and professional communication skills.
• Ability to prioritize tasks and solve problems independently.
• Proficiency with Microsoft Office Suite, Teams, and Zoom.
• Experience with Accounts Payable, inventory, vendor management, or safety systems is an asset.
• Ability to work independently while contributing to a collaborative and diverse team.

Working Conditions

• This is a fully on-site position in Caledon, ON.
• Reliable transportation is required due to limited public transit.
• Some shipping and inventory activities require lifting up to 50 lbs. and standing for extended periods.
• Occasional overtime may be required during peak periods.