Operations Administrator

Elite Trimworks / Elite Mouldings; Vaughan; On-site; CAD 48,000 - 56,000; Full time

Benefits offered by this job

Starting wage $24/hour

90-day performance & wage review

Annual performance review

Full-time, permanent

On-site parking

Employee discount

Company events

Exposure to multiple areas

Growth opportunities

Direct interaction with Management

Job summary

Elite Trimworks is seeking an experienced Operations Administrator for its Woodbridge, Ontario site. The role involves hands-on admin work across accounting, purchasing, logistics, and production, with direct support to Management.

You will handle QuickBooks Online, vendor communications, and documentation while driving efficient operations. You should have 3+ years in admin roles, strong organization, and the ability to manage multiple tasks.

Qualifications

• 3+ years of administrative or office operations experience preferred.
• Hands-on QuickBooks Online experience with invoicing and PO management.
• Strong written and verbal communication and excellent organizational skills.
• Ability to manage multiple tasks and coordinate with vendors, customers and management.

Responsibilities

• Process customer invoices, vendor bills and other transactions using QuickBooks Online (QBO).
• Prepare, issue and track purchase orders to vendors.
• Maintain accurate purchasing, accounting and administrative records.
• Coordinate with vendors regarding pricing, availability, orders and delivery dates.
• Assist with inventory and purchasing administration.
• Coordinate freight, shipping and delivery requirements.
• Prepare and maintain shipping, customs and related documentation when required.
• Communicate professionally with customers, vendors, carriers and internal departments.
• Provide direct administrative and executive support to Management.
• Prepare reports, spreadsheets, correspondence and internal documentation.
• Maintain organized electronic and physical records.
• Follow up on outstanding items and ensure tasks are carried through to completion.
• Work closely with Accounting, Sales, Warehouse, Production and Management to resolve day-to-day operational issues.
• Assist with special projects and other administrative responsibilities as business needs evolve.

Skills

Admin experience

QBO experience

Invoicing

Purchase orders

Vendor bills

Google Workspace / MS Office

Communication

Organization

Detail orientation

Tools

QuickBooks Online

Excel / Sheets

MS Office

Job description

Full-Time, Permanent | Woodbridge, Ontario | On-SiteMonday-Friday | 7:30 a.m.-4:30 p.m. Starting at $24.00/hour + 90-Day Performance & Wage Review

Looking for More Than a Typical Administrative Role?

Elite Trimworks is looking for an experienced, highly organized Operations Administrator who enjoys being involved in multiple areas of a business and takes pride in keeping things moving.

This isn't a position where you'll spend your day performing one repetitive administrative function.

You'll work directly with Management and alongside Accounting, Purchasing, Logistics, Sales, Warehouse and Production. Your responsibilities will range from QuickBooks Online and invoicing to vendor purchase orders, freight coordination, documentation, reporting and executive/administrative support.

We're looking for someone who sees what needs to be done, follows through and takes ownership of their work.

What You'll Be Doing:

• Process customer invoices, vendor bills and other transactions using QuickBooks Online (QBO).
• Prepare, issue and track purchase orders to vendors.
• Maintain accurate purchasing, accounting and administrative records.
• Coordinate with vendors regarding pricing, availability, orders and delivery dates.
• Assist with inventory and purchasing administration.
• Coordinate freight, shipping and delivery requirements.
• Prepare and maintain shipping, customs and related documentation when required.
• Communicate professionally with customers, vendors, carriers and internal departments.
• Provide direct administrative and executive support to Management.
• Prepare reports, spreadsheets, correspondence and internal documentation.
• Maintain organized electronic and physical records.
• Follow up on outstanding items and ensure tasks are carried through to completion.
• Work closely with Accounting, Sales, Warehouse, Production and Management to resolve day-to-day operational issues.
• Assist with special projects and other administrative responsibilities as business needs evolve.

Who We're Looking For:

You may be a strong fit if you're the person in your current office who people rely on to keep things organized, find information, follow up and get things done.

We're looking for someone with:

• 3+ years of administrative, office operations or related experience preferred.
• Hands-on QuickBooks Online (QBO) experience.
• Experience with invoicing, purchase orders, vendor bills and business documentation.
• Strong Google Workspace and/or Microsoft Office skills.
• Excellent written and verbal communication.
• Exceptional organization and attention to detail.
• Confidence communicating with vendors, customers and Management.
• The ability to prioritize multiple responsibilities without losing track of details.
• Strong problem-solving skills and good professional judgement.
• A willingness to learn new systems and take on additional responsibility.
• Reliability, accountability and consistent follow-through.

Experience with purchasing, logistics, inventory, customs/import-export, Shopify or the building materials/construction industry is an asset, but we're equally interested in an exceptional administrator who can learn our business.

Why Join EliteTrimworks?

Elite Trimworks has been designing and manufacturing premium architectural products for more than 20 years, serving customers throughout Canada and the United States.

We're looking for someone who wants more than just their next administrative job. This position offers the opportunity to become an important part of our day-to-day operations and develop a broad understanding of how our business works.

What we offer:

• Starting wage of $24.00/hour.
• Performance and wage review after the 90-day probationary period.
• Further compensation review after one year based on performance and growth within the position.
• Full-time, permanent employment.
• Monday-to-Friday daytime schedule.
• No evenings or weekends.
• On-site parking.
• Employee discount.
• Company events.
• Exposure to multiple areas of the business.
• Opportunity to expand your responsibilities as you develop within the role.
• Direct interaction with Management and the opportunity to make a visible impact on how the company operates.

This Position Will Be a Great Fit If You...

Enjoy being busy, like variety, notice details other people miss, and prefer solving problems rather than waiting for someone to tell you every next step.

We value people who ask questions, communicate, take accountability and follow through.

This is a fully on-site position at our Woodbridge, Ontario location. Remote or hybrid work is not available.

Applicants selected to move forward will be contacted to arrange an in-person interview.

Pay: From $24.00 per hour

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care

Application question(s):

• Please tell us about your experience with QuickBooks Online, invoicing and office administration, and give one example of a responsibility you took ownership of in a previous position.
• What experience do you have with purchase orders, supplier communication, receiving/inventory records, and tracking orders?

Work Location: In person