Assistant, Administrative

Samuel, Son & Co.; Hamilton; On-site; CAD 42,000 - 54,000; Full time

Job summary

Samuel, Son & Co. in Hamilton, Ontario seeks an Administrative Assistant to handle front-desk duties, invoicing, data entry, and document management. The role involves answering calls, greeting visitors, supporting registration, and processing costs for customer materials.

The ideal candidate will have 2+ years in administrative work, strong MS Office skills, and excellent communication. The position offers a stable environment with opportunities to contribute across finance and operations.

Qualifications

• 2+ years in an Administrative role.
• Proficient in MS Office with strong Excel skills.
• Excellent interpersonal and communication abilities.
• Experience with multi-line phone systems.
• Strong time management and accuracy.

Responsibilities

• Answer telephone calls professionally and efficiently.
• Greet visitors in a friendly and professional manner, and support visitor registration system.
• Generate customer invoices based on approval from sales.
• Generate costing invoices for customer own material production.
• Customer portal data entry to submit invoices for select accounts.
• Ability to review data transactions and resolve order costing issues.
• Image documents for file retention.
• Complete supporting transactions for the material retesting procedure.
• Retrieve documentation from imaging as requested by business (invoices, packing slips, MTR’s).
• Order and manage inventory of office supplies.
• Apply document coding to vendor invoices.
• Coordinate incoming and outgoing mail/couriers.
• Prepare documentation for selected customer requirements.

Skills

Microsoft Office Suite

Professional demeanor

Multi-line phone systems

Time management

Organizational skills

Attention to detail

Verbal and written communication

Independent and team player

Tools

Dynamics 365 (D365)

Job description

Responsibilities:

• Answer telephone calls professionally and efficiently.
• Greet visitors in a friendly and professional manner, and support visitor registration system.
• Generate customer invoices based on approval from sales.
• Generate costing invoices for customer own material production.
• Customer portal data entry to submit invoices for select accounts.
• Ability to review data transactions and resolve order costing issues.
• Image documents for file retention.
• Complete supporting transactions for the material retesting procedure.
• Retrieve documentation from imaging as requested by business (invoices, packing slips, MTR’s).
• Order and manage inventory of office supplies.
• Apply document coding to vendor invoices.
• Coordinate incoming and outgoing mail/couriers.
• Prepare documentation for selected customer requirements.

Qualifications/Attributes:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Knowledge of D365 is an asset.
• Professional demeanor with excellent interpersonal skills.
• Experience with multi-line phone systems.
• Minimum 2 years experience in an Administrative role.
• Good time management and organizational skills to prioritize tasks and meet deadlines.
• Strong attention to detail and ability to maintain a high degree of accuracy.
• Effective communication skills, both verbal and written.
• Ability to work independently as well as a team member.