Administrative Support - Operations

Confidential - Brampton; Brampton; On-site; CAD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking an Administrative Support professional to enhance operational efficiency. This pivotal role involves providing comprehensive administrative assistance to the Operations Management team, managing schedules, and coordinating communications. The ideal candidate will thrive in a fast-paced environment, showcasing exceptional organizational and interpersonal skills. You will support various departments, manage documentation, and facilitate collaboration to optimize productivity. If you are detail-oriented and passionate about streamlining processes, this opportunity is perfect for you.

Qualifications

• 5+ years of experience in administrative support for operations.
• Proficient in Excel macros and pivot tables for reporting.
• Ability to manage multiple tasks and prioritize effectively.

Responsibilities

• Provide comprehensive administrative support to the operations department.
• Organize team meetings, prepare agendas, and take minutes.
• Assist in planning and executing operational projects.

Skills

Organizational Skills

Communication Skills

Multitasking

Attention to Detail

Project Management

Data Management

Education

Bachelor’s degree in Business Administration

Diploma in Business Administration

Tools

Excel

Salesforce

AI Tools

Job description

This position involves providing administrative assistance to the Operations Management team, managing schedules, coordinating communications, and handling documentation. The administrator is responsible for monitoring workflows, assisting in project management, and facilitating collaboration among departments to optimize productivity.

With keen attention to detail and strong organizational skills, the Administrative Support role helps streamline operations, enabling the team to focus on strategic initiatives and achieve organizational goals. This role is pivotal in supporting the operational efficiency and effectiveness of the organization while directly assisting the leadership team.

You possess exemplary interpersonal skills, attention to detail, pride yourself on your ability to provide exceptional service, and thrive in a fast-paced team environment while maintaining a high degree of confidentiality with sensitive documents and information.

You are able to prioritize and multi-task, work under tight deadlines, and communicate effectively both verbally and in writing.

Duties and Requirements: As a key part of the sales process from start to finish, you would be responsible for day-to-day tasks such as:

Administrative Support: Provide comprehensive administrative support to the operations department, including preparing, editing, and revising operational documents and reports for clarity and accuracy, ensuring all materials are current and reflect current practices.

Additionally, perform general office duties, which may include answering phones, scanning, printing, and managing correspondence to support seamless departmental functioning.

File Management: Maintain an organized system for digital and physical files, ensuring easy access and retrieval of important documents.

Expense Management Support: Manage expense reports, assist with travel arrangements for management and staff as needed.

Data Compilation and Reporting: Collect and compile data periodically, preparing reports to support decision-making and strategic planning.

Project Development, Implementation, Support: Assist in planning, developing, and executing operational projects, including updating project timelines and status reports.

Meeting Coordination: Organize team meetings, prepare agendas, take minutes, and follow up on action items.

Data Management and System Updates: Regularly update data in business systems, monitor data integrity, and ensure information is current.

Policy Implementation: Assist in assessing, implementing, and communicating company policies, ensuring compliance and relevance.

Day-to-Day Support: Support daily operational tasks to improve efficiency.

Cross-Departmental Collaboration: Work with finance, sales, service, and parts teams to ensure operational alignment with sales goals, service standards, and inventory management.

Qualifications

• Bachelor’s degree or diploma in Business Administration or related field
• Minimum 5 years of experience supporting operational processes
• Experience supporting multiple department heads and handling various administrative tasks
• Proficiency in reports, spreadsheets, and presentations, especially Excel macros and pivot tables
• Experience with AI tools to enhance administrative processes
• Familiarity with Salesforce is a plus
• Excellent organizational, communication, and multitasking skills
• Ability to work in a fast-paced environment with flexibility and resilience
• Availability to work in-office Monday through Friday, with occasional overtime