Operations Administrative Assistant

About WoodPlank

WoodPlank is a fast-growing e-commerce company in the architectural building products industry.

We manufacture and distribute premium wood wall paneling, exterior siding, fencing, and architectural products across North America. Our customers include homeowners, designers, architects, builders, contractors, and commercial developers.

As we continue to grow, we're looking for a highly capable Operations Administrative Assistant and help with the day-to-day work required to keep the business running smoothly.

The Role

This is not an Executive Assistant or personal assistant position .

You will not be hired to manage someone's calendar, organize their inbox, book personal appointments, or run errands.

This is a hands-on business operations role .

You'll work directly with our Operations Manager and assist with purchasing, inventory, suppliers, orders, invoices, logistics, research, documentation, spreadsheets, follow-ups, and other operational needs across the company.

We're looking for someone who is extremely organized, resourceful, comfortable figuring things out, and good at getting things done.

A big part of this job is follow-through .

If a supplier owes us an answer, you follow up.

If an order is delayed, you find out why.

If inventory is running low, you flag it before it becomes a problem.

If an invoice doesn't match what we ordered, you investigate.

If you're given a task you've never done before, you ask the right questions, use the resources available to you, and figure out how to move it forward.

What You'll Help With

Purchasing & Inventory

• Prepare and track purchase orders
• Place orders for products, packaging, materials, office supplies, and other business needs
• Monitor inventory levels and flag products or materials that need to be reordered
• Maintain accurate purchasing and inventory records
• Compare supplier pricing, quantities, lead times, and order details
• Follow up on outstanding and delayed orders

Suppliers & Vendors

• Communicate with suppliers, manufacturers, couriers, and service providers by phone and email
• Request quotes, pricing, availability, and delivery information
• Follow up persistently when information or action is outstanding
• Help resolve incorrect shipments, shortages, delays, billing discrepancies, and other issues
• Maintain organized supplier information and documentation

Day-to-Day Operations

• Assist the Operations Manager with daily operational priorities
• Track invoices, orders, shipments, documents, and outstanding items
• Research products, suppliers, pricing, services, and solutions
• Update spreadsheets, Monday.com, and other internal systems
• Prepare reports and summaries when needed
• Keep files, records, and operational documentation organized and accurate
• Follow up on tasks and make sure important details don't get forgotten
• Assist with special projects and new operational needs as the company grows

The Person We're Looking For

Experience matters, but how you work matters even more .

You are:

• Highly organized. You can keep track of many moving pieces without letting details fall through the cracks.
• Resourceful. When you don't know something, your first instinct is to investigate and figure it out.
• Proactive. You don't need to be reminded repeatedly to follow up or finish something.
• Detail-oriented. You notice when quantities, prices, dates, invoices, or other details don't make sense.
• Persistent. If you're waiting for an answer from a supplier or vendor, you don't simply forget about it.
• A strong communicator. You're comfortable calling and emailing suppliers, asking questions, getting information, and following up professionally.
• Good with numbers and spreadsheets. You're comfortable working with pricing, quantities, inventory, invoices, and operational data.
• Dependable. When you say you're going to handle something, your manager can trust that it will get done.
• A problem solver. You don't immediately hand every problem back to your manager. You investigate first and come back with useful information or possible solutions.

What We're Looking For

• 3+ years of experience in operations, purchasing, administration, inventory, office manager, office administration, or a similar role
• Strong organizational and time-management skills
• Excellent attention to detail
• Strong written and verbal communication
• Confidence communicating with suppliers and vendors
• Strong computer and spreadsheet skills
• Ability to manage multiple tasks and priorities
• Comfortable learning new software and business processes
• A demonstrated track record of taking initiative and following through

Why Join WoodPlank?

WoodPlank is growing quickly, which means this role will give you exposure to many different parts of the business.

You'll work directly with our Operations Manager, learn how a growing e-commerce and building-products company operates, and take on more responsibility as you demonstrate your capabilities.

How to Apply

Please submit your resume along with a brief introduction outlining why you'd be a great fit for the role.