Job Description
Job Title: Office Administrator Department: Finance
Job Status: Full Time Travel Required: 5 – 15%
Revision Date: November 20th, 2025 Reports To: Plant Manager / Accounting Manager
Direct Reports: None
PURPOSE OF POSITION
Performs a variety of general accounting and other administrative duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.
More specifically, the employee will:
- Answers and directs calls as required.
- Handles incoming and outgoing mail and couriers.
- Greet visitors to office and announces them.
- Provide safety equipment and orientation to visitors.
- Monitoring accounting group email box daily.
- Processing vendor invoices (PO and non-PO), and upload AP invoices to Webdoc.
- Processing accounts payable payment runs (EFT and cheques)
- Invoicing customers and email out invoices.
- Cash receipts, deposit and application.
- E-deposit cheques using cheque scanner through bank portal.
- New vendor/customer set-up and on-going maintenance.
- Performs credit checks when required.
- Credit References for new customers and new customer master set-up.
- Input time cards into ERP system for payroll and follows up on incorrect time card coding errors.
- Maintaining document filing system for A/R, A/P records retention physically and digitally.
- Prepare order material costs tracking report, and capital spending tracking.
- Ensure month-end close duties are completed within deadlines.
- Prepare bank reconciliations and major account recs.
- Purchases office and shop supplies online as required.
- Assist with non-inventory supply purchases, requesting quotes, and communicate with purchasing team on issuing PO.
- Maintaining documents for shop.
- CSP Documents, review document to ensure information is readable, line items filled out correctly, down load photos, and up-load to “Z” drive.
- Schedule Accuren for testing, create testing list, review testing reports for accurate info. Up-load to “Z” drive.
- First Aid Reports.
- Possible First Aid Attendant or backup.
- Manage coverall service
- Schedule equipment calibration.
- Up-load equipment calibration to Thrive and calibration binder.
- Organize company events.
- Other relevant duties as required
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Strong customer service orientation
- Pleasant communication skills
- Detail orientated and accurate (Particularly with respect to data capture in the ERP system)
- Highly organized
- Maintains a clean and organized work environment
EDUCATION – EXPERIENCE – COMPUTER SKILLS
- Grade 12 completion
- Minimum 5 year’s experience in a fast-paced office environment.
- Relevant work experience in an accounting (specifically A/R & A/P) role
- Good computer and keyboarding skills.
Proficient in using Microsoft Word, Excel, Zoom, and ERP systems.
COMPETENCIES
To perform this position successfully, individual should demonstrate the following work competencies:
- Safety and Security - Observes safety and security procedures; Uses equipment properly.
- Problem Solving - Identifies and resolves issues in a timely manner.
- Communication Skills – Speaks clearly, listens and receives clarification, respond to questions.
- Dependability - Follows instructions, responds to management direction, and takes responsibility.
- Quality Assurance - Demonstrates accuracy and thoroughness.
- Ethics/Professionalism - Treats people with respect; Works ethically and with integrity.
- Organizational Support - Follows policies and procedures.
- Judgment - Exhibits sound and accurate judgment.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee:
- Is required to talk, hear, and interact with employees, peers, managers, and customers.
- Must be able to frequently stoop/bend.
- Must be able to regularly use hands and arms.
- Must be able to regularly stand and walk.
- Must be able to occasionally lift and/or move 25 pounds.
- Specific vision abilities required by this job include close, distance, color, and peripheral vision.
- Specific hearing abilities required by this job include the ability to hear customers and ability to hear instructions from others.
ENVIRONMENTAL ADAPTABILITY
- The noise level in the work environment is LOW to MODERATE.
- Primary conditions are performed in an office setting.
- While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outdoor weather conditions.
- Safety glasses and ear plugs are required when in production areas.
- CSA approved steel toed footwear required
WORK HAZARDS
- Ergonomic; body strains, sprains and work-related musculoskeletal disorder
- Minimal psychological: stress, work loads
SAFETY & TRAINING
- Human Resources Orientation
- Payroll & Benefits Orientation
- General Shop Safety Orientation
- Fire Extinguisher Training
- Anti Bullying and Harassment Training
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
A Disclaimer:
This job description is intended to outline the general nature and level of work being performed by individuals assigned to this role. It is not an exhaustive list of all duties, responsibilities, and qualifications required for the position. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. Duties and responsibilities are subject to change at any time, with or without prior notice.
