Operations Administrative Assistant

FED Group; Saint-Eustache; On-site; CAD 39,000 - 41,000; Full time

Benefits offered by this job

Comprehensive group insurance

Retirement savings plan

Three weeks of paid vacation

Company events

Job summary

FED Group in Saint-Eustache, QC seeks an Operations & Project Administrative Coordinator to support project managers and operations teams. You will manage project administration, orders, invoicing, and ERP records while coordinating with suppliers and customers.

The role requires strong organization, multitasking, and bilingual communication in French and English, with opportunities to improve workflows and contribute to day-to-day operations.

Qualifications

• Diploma in office administration or related field.
• Experience in administrative support, operations, or project coordination in manufacturing/industrial environment.

Responsibilities

• Coordinate project administration, progress reports, and invoicing; maintain customer and project files.
• Assist with tendering: prepare documents, track bids, and compile submissions.
• Create and process orders; ensure timely follow-up per internal procedures.
• Maintain accurate order data in ERP and monitor contractual docs/bank guarantees.
• Follow up on invoices and overdue payments; coordinate parts shipments/logistics.
• Provide admin support for company vehicle fleet; scheduling and records.
• Assist with trade shows and support sales activities.
• Improve administrative workflows and operational processes.

Skills

Project coordination

ERP systems

Order management

Invoicing

Customer service

Multitasking

Bilingual FR/EN

Education

Diploma in office administration

Tools

ERP software

MS Office

Job description

I am currently recruiting an Operations & Project Administrative Coordinator for an established international manufacturing company located in Saint-Eustache, Quebec. You will join a company specializing in manufacturing and delivering customized technical solutions, working in a dynamic environment where operations, project management, and customer service teams collaborate closely. We are looking for a highly organized, versatile, and proactive professional who can provide reliable administrative and operational support to project managers and internal teams. This is a key coordination role, ideal for someone who enjoys managing multiple priorities, keeping projects on track, and contributing directly to smooth day-to-day operations.YOUR MISSIONSWorking closely with project managers and operations teams, you will coordinate project administration, monitor orders, and support a variety of operational activities.Your responsibilities will include:Manage project administration, including documentation, progress reports, project summaries, and invoicing;Support project managers in preparing and maintaining customer and project files;Assist with the tendering process, including preparing administrative documents, tracking bids, and compiling official submission packages;Create and process orders in accordance with internal procedures and ensure timely follow-up;Maintain accurate order information and records in the company's ERP system;Monitor contractual documentation and bank guarantees when required;Follow up on outstanding invoices and overdue customer payments;Coordinate parts shipments and related logistics with internal and external stakeholders;Maintain effective communication between project managers, operations teams, suppliers, and customers;Provide administrative support for the company vehicle fleet, including maintenance scheduling, service appointments, and recordkeeping;Assist with organizing trade shows and support the sales team with related activities;Contribute to improving administrative workflows and operational processes.YOUR PROFILEDiploma in office administration, business administration, accounting, or a related field;Solid experience in an administrative assistant, operations support, or project coordination role, preferably within a manufacturing or industrial environment;Good understanding of manufacturing operations and related business processes;Experience with project administration, order management, and invoicing;Proficiency with ERP systems and standard office software;Strong organizational skills and the ability to manage multiple priorities and deadlines;Excellent attention to detail, accuracy, and follow-through;Ability to work independently, take initiative, and anticipate team needs;Strong interpersonal and customer service skills;Ability to collaborate effectively with a variety of internal and external stakeholders;Fluency in both French and English, written and spoken, to communicate regularly with English-speaking customers.What Will Make You SuccessfulYou are a resourceful, organized, and proactive professional who enjoys keeping things running smoothly.You can move seamlessly between project follow-ups, order processing, customer communications, and logistics coordination while maintaining control of your priorities.You thrive in an environment where no two days are exactly alike, where initiative is valued, and where your contribution makes a tangible difference to the team's success.You enjoy being the person others can rely on to keep information organized, deadlines on track, and operational activities moving forward.What We OfferPermanent, full-time position;Hourly rate: $28–$30, depending on experience;40-hour workweek, Monday to Friday;Daytime schedule, generally 8:00 a.m. to 4:00 p.m.;On-site position in Saint-Eustache, Quebec;Comprehensive group insurance, including prescription drug, dental, and life insurance coverage;Retirement savings plan with employer contributions after one year of service;Three weeks of paid vacation;Company events and team activities;Collaborative, international work environment.Are you looking for a versatile position where your organizational skills, independence, and ability to coordinate operations will make a real impact?Apply today!We look forward to hearing from you.The Fed Supply Team