Office Administration Manager

Our client, a well-established and growing engineering/manufacturing organization, is seeking an experienced and highly organized Office & Administration Manager to oversee and coordinate daily office operations, customer communication, order processing, and administrative functions across the business.

This is not a traditional administrative role. The successful candidate will become a central point of coordination between customers, sales, production, shipping, and accounting, ensuring operations run smoothly, accurately, and efficiently.

This opportunity is ideal for someone who thrives in a fast-paced environment, enjoys ownership and accountability, and takes pride in keeping operations organized and moving forward.

Key Responsibilities

Customer & Client Communication

• Serve as the primary point of contact for incoming customer calls and emails
• Respond to inquiries related to orders, timelines, and product information
• Maintain professional, timely, and accurate communication with customers and vendors

Order Management & Operational Coordination

• Create and manage sales orders within the ERP/order management system
• Coordinate closely with production and shipping teams to ensure timely fulfillment
• Monitor order progress and proactively communicate updates
• Prepare operational documentation including pick lists, job sheets, and shipping paperwork

Accounting & Administrative Support

• Prepare and issue customer invoices, including deposits and final billing
• Process customer payments and assist with accounts receivable follow-ups
• Match vendor invoices to packing slips and assist with reconciliations
• Support cash flow tracking and accounting-related data entry

Office Administration

• Maintain organized digital and physical filing systems
• Coordinate calendars, reporting, and internal documentation
• Manage office supplies and overall office organization
• Support general administrative functions across the organization

Import/Export & Logistics Coordination

• Coordinate shipping documentation and liaise with freight providers and customs brokers
• Maintain records related to cross-border shipments, tariff classifications, and customs compliance
• Assist with tracking duties, tariffs, and shipment discrepancies to support efficient international operations

Cross-Department Coordination

• Act as a liaison between Sales, Production, Shipping, and Accounting
• Ensure smooth handoffs throughout the order lifecycle
• Identify operational issues proactively and assist in resolving them efficiently

Qualifications & Experience

• 4+ years of experience in office administration, operations coordination, customer service, or related roles
• Strong proficiency with Microsoft Excel, Outlook, and Word
• Experience using ERP or order management systems preferred
• Exposure to invoicing, accounting support, and accounts receivable processes
• Experience with import/export coordination and customs documentation considered a strong asset
• Excellent written and verbal English communication skills
• Strong organizational skills with exceptional attention to detail

The Ideal Candidate

• Highly organized and capable of managing multiple priorities simultaneously
• Proactive, dependable, and solutions-oriented
• Comfortable working in a fast-paced, team-focused environment
• Strong sense of ownership and accountability
• Able to communicate effectively across departments and with external stakeholders

Preferred Background

• Experience within manufacturing, industrial, engineering, or technical environments
• Familiarity with QuickBooks or similar accounting systems
• Experience identifying process improvements and operational efficiencies
• Knowledge of cross-border shipping and customs processes for industrial products is considered an asset

Why This Opportunity?

This role plays a critical part in the organization’s day-to-day success and directly impacts:

• Customer satisfaction
• Operational efficiency
• Order accuracy and turnaround times
• Cross-functional coordination across the business

This is an opportunity to join a collaborative and growing organization where your contributions will have a meaningful impact on operations and overall business performance.