About us:
Since 1983, Spinnaker Industries Inc. has been a trusted partner in the HVACR industry, delivering high-quality products tailored to our customers' needs. With corporate headquarters and manufacturing in Newmarket, Ontario, Canada, and a second facility in Louisville, Kentucky, USA, we boast a combined floor space of 85,000 square feet. Our engineering team collaborates closely with OEM manufacturers, consulting engineers, contractors, and end users, leveraging over 30 years of experience and the latest technologies in design and manufacturing to exceed product requirements. Our state-of-the-art facilities utilize CNC equipment to ensure precision and consistency, fabricating products from materials such as hot rolled, cold rolled, galvanized, plated prepainted, stainless steel, and aluminum, with flexible liquid or powder paint finishes. We are committed to providing responsive, simple, and competitively priced to ensure customer satisfaction. Although our main language of work is English, we also have a large number of labourers who are native to Portuguese and have limited skills in English.
About the opportunity:
We are looking for an individual to provide comprehensive administrative and coordination support to senior management, sales personnel, engineering staff, production teams, and shipping departments within a manufacturing environment. This position serves as a central point of communication between customers, contractors, engineers, suppliers, and internal departments to facilitate the efficient processing of quotations, customer orders, project documentation, production schedules, and shipment records.
The role is responsible for maintaining accurate records, preparing business correspondence and documentation, coordinating information flow between departments, monitoring project and order status, and supporting managers and executives with administrative functions related to customer accounts, manufacturing projects, and logistics activities.
Job Duties:
· Provide administrative support to the Vice President of Operations, Vice President of Sales, Shipping Manager, Engineering Department, and other management personnel.
· Prepare, organize, maintain, and distribute business correspondence, reports, quotations, order acknowledgements, shipping documentation, and administrative records.
· Maintain electronic and physical filing systems, databases, and ERP records for customer orders, quotations, engineering documentation, shipping records, and project files.
· Receive and direct incoming communications, including telephone, email, virtual, and in-person inquiries, ensuring timely routing to appropriate personnel.
· Process customer orders using Epicor ERP software and verify the accuracy of order information.
· Coordinate the flow of information between customers, management, engineering, production, and shipping departments.
· Prepare order acknowledgements, maintain order records, and communicate lead times, project updates, and order status information to customers.
· Monitor customer orders, quotations, and project activities to ensure timely follow-up and completion.
· Follow up on outstanding quotations and ongoing projects and maintain related records.
· Collect, organize, and distribute customer, consultant, and project information required by engineering, sales, production, and management teams.
· Coordinate and track engineering drawings, specifications, approval documents, and related project documentation.
· Maintain project records and communicate updates regarding production schedules and project milestones.
· Assist management with maintaining customer records, account information, and project documentation.
· Prepare quotations and supporting documentation based on established pricing schedules and information provided by management and engineering personnel.
· Respond to routine inquiries and requests for information on behalf of managers and departmental leaders.
· Assist the Shipping Manager with domestic and international shipping administration activities.
· Prepare Pro Forma invoices, customs documentation, steel derivative declarations, and other shipping-related paperwork.
· Coordinate documentation required for customs compliance and international shipments.
· Maintain shipping and logistics records and ensure documentation is complete and readily accessible.
· Ensure business records and documentation comply with internal procedures and recordkeeping requirements.
· Leverage Epicor software and AI-assisted tools to automate routine administrative tasks, enhance record management, improve document accuracy, and support departmental efficiency.
Essential Qualifications:
· Bachelor's degree or equivalent in related field
· 2+ years of administrative experience in a manufacturing, engineering, logistics, or industrial environment.
· 1+ year of experience of coordination support to management and multiple business functions within a in a manufacturing, engineering, logistics, or industrial environment.
· 1+ year of user experience using Epicor ERP for order processing, recordkeeping, and administrative coordination.
· 1+ years of experience utilizing AI-assisted productivity tools, including Microsoft Copilot and ChatGPT, to improve document preparation, information management, communication, and administrative efficiency.
Essential Technical Skills:
· Proficiency in Microsoft Office 365, including Word, Excel, Outlook, PowerPoint, and Teams.
· Experience using Epicor ERP for order administration, documentation, and records management.
· Ability to maintain electronic filing systems, databases, and operational records.
· Experience utilizing AI-assisted productivity tools, including Microsoft Copilot and ChatGPT, to enhance administrative efficiency and document preparation.
· Knowledge of database management and information retrieval systems.
· Ability to troubleshoot routine hardware, software, and office technology issues.
· Familiarity with cloud-based collaboration platforms and digital workflow tools.
· Understanding of project coordination and workflow management practices.
Essential Soft Skills:
· Strong organizational abilities.
· Excellent interpersonal and communication skills.
· Attention to detail and accuracy.
· Ability to manage multiple priorities simultaneously.
· Professional judgement and discretion.
· Strong time-management and follow-up skills.
Pay: $26.50-$38.46 per hour
Expected hours: 40.0 per week
Application question(s):
- Are you legally entitled to work for this company in Canada?
- Are you a Canadian citizen or PR?
- Do you have 2+ years of administrative assistant experience?
- Do you have a minimum of 1+ year of experience of coordination support to management and multiple business functions within a in a manufacturing, engineering, logistics, or industrial environment?
- Do you have a minimum of 1+ year of user experience using Epicor ERP for order processing, recordkeeping, and administrative coordination
- Do you have a minimum of 1+ years of experience utilizing AI-assisted productivity tools, including Microsoft Copilot and ChatGPT, to improve document preparation, information management, communication, and administrative efficiency?
- Do you have a Bachelor's Degree?
Work Location: In person