Office Administrator

Canadian Manufacturers & Exporters - HR Services; Burnaby; On-site; CAD 42,000 - 64,000; Full time

Benefits offered by this job

Competitive compensation based on经验

Job summary

Canadian Manufacturers & Exporters - HR Services is seeking an organized Office Administrator to manage shipping, purchasing, and front-desk operations for a machining and manufacturing environment. You will act as the bridge between shop floor, customers, vendors, and accounting, handling invoices, POs, and shipping docs.

The role requires 2+ years in administrative or logistics support, familiarity with ProfitFab, and strong attention to detail.

Qualifications

• 2+ years of administrative, shop support, or logistics coordination experience.
• Proficiency with ProfitFab ERP software and MS Office.
• High attention to detail when checking POs, packing slips, and vendor invoices.
• Excellent verbal and written communication skills for interacting with customers, vendors, and internal staff.
• Strong organizational skills to prioritize tasks in a fast-paced shop environment.

Responsibilities

• Coordinate shipping documentation, packing slips, and invoices.
• Generate and track POs for jobs requiring outside manufacturing services and coordinate shipments.
• Process vendor invoices in ProfitFab and verify against POs before forwarding to Bookkeeper.
• Handle front-desk communications and respond to customer and vendor inquiries promptly.

Skills

ProfitFab

MS Office

Tools

ProfitFab

MS Office

Job description

Job Title: Office Administrator (Machining & Manufacturing)

Location: On-Site

Employment Type: Full-Time (Monday to Friday)

Industry: Metal Machining & Manufacturing

About the Role:

Are you an organized, detail-oriented multi-tasker who thrives in a fast-paced environment? We are a precision metal machining company seeking a reliable Office Administrator to keep our administrative, shipping, and purchasing operations running seamlessly.

In this role, you will act as the operational bridge connecting our shop floor, customers, vendors, and accounting team. You will handle shipping documentation, purchase order tracking, vendor invoicing, and front-desk communications.

Key Responsibilities:

Shipping & Logistics Coordination:

• Receive job sheets directly from shop floor shippers/receivers.


• Process job shipping records efficiently using ProfitFab shop software.


• Prepare complete shipping documentation (Packing Slips, Waybills).


• Arrange courier pick-ups via phone or online portals.


• Print, verify, and email final invoices to customers promptly, maintaining digital and physical filing.

Purchasing & Vendor Relations:

• Generate Purchase Orders (POs) for jobs requiring outside manufacturing services and coordinate shipments.


• Send Requests for Quotes (RFQs) to vendors based on requisition needs.


• Prepare and issue POs for raw metals, materials, and general shop supplies.


• Build and maintain positive communication with suppliers and service providers.

Receiving & Accounts Payable Support:

• Receive PO items against packing slips provided by the receiving team.


• Process incoming vendor invoices in ProfitFab and verify accuracy against POs.


• Hand off approved invoices to the Bookkeeper for payment processing.


• File vendor invoices cleanly once payment is finalized.

Customer Service & Reception:

• Serve as the main contact answering incoming phone inquiries.


• Address customer and vendor email inquiries with professionalism and speed.

What We Are Looking For:

• Experience: 2+ years of administrative, shop support, or logistics coordination experience. (Prior experience in custom machining, fabrication, or manufacturing environments is a strong plus).


• Software Skills: Proficiency with shop management / ERP software (experience with ProfitFab is ideal) alongside standard office software (MS Suite, Google Suite, etc.).


• Attention To Detail: High accuracy when checking POs, packing slips, and vendor invoices.


• Communication: Excellent verbal and written communication skills for interacting with customers, vendors, and internal shop personnel.


• Organizational Skills: Ability to prioritize tasks in a dynamic, deadline-driven shop environment.


• Intangibles: You are the oil in the engine that keeps things running smoothly. You are the teammate that everyone respects, appreciates, and likes to work with.

What We Offer:

• Competitive compensation based on experience.


• Stable full-time hours (Day shift, Monday to Friday).


• A hands-on, supportive team environment where your work directly impacts daily operations.