Office Administrator

Location: Matheson & Tomken (Mississauga)

Hours: Monday – Friday (9:00 am – 3:00 pm)

Position Summary

The Office Administrator is the first point of contact for our office and plays a key role in ensuring the smooth day-to-day operation of customer service, order administration, accounts receivable, reporting, logistics coordination, and office management.

Key Responsibilities

Customer Service & Administration (50%)

- Manage customer inquiries by phone, email, and in person.
- Process customer purchase orders (POs), order entries, dispatches, and follow-ups.
- Coordinate with the Sales and Warehouse teams to ensure accurate and timely order processing and shipment dispatch.
- Maintain complete and accurate order documentation, ensuring proper paperwork and audit trail for all customer transactions.
- Handle courier, parcel, freight, and logistics coordination with carriers and shipping companies.
- Liaise with local vendors for office supplies, equipment, maintenance, and other business requirements.

Accounts Receivable & Reporting (30%)

- Manage Accounts Receivable, including customer statements, payment follow-ups, collections, account reconciliation,



and credit hold management.
- Prepare monthly Company A/R Aging (QuickBooks) and Rep-Wise Balance Owing (CIN7) reports by the 1st of each month.
- Coordinate inventory stock checks (daily/weekly) and prepare management reports as required.

Office & Showroom Management (20%)

- Maintain a clean, organized, and professional office and showroom environment.
- Manage office supplies, kitchen/beverage inventory, meeting room setup, and general office organization.
- Support management with administrative tasks, special projects, and other duties as assigned.

Qualifications

- Previous experience in office administration, customer service, or a similar role.
- Excellent communication, organizational, and multitasking skills.
- Solid attention to detail with the ability to prioritize in a fast-paced environment.
- Experience with accounting software (QuickBooks) and inventory management systems handling large volumes of data is required.
- Proficient in Microsoft Outlook, Excel, and Word.

Pay: $18.00-$20.00 per hour

Work Location: In person

📌 Office Administrator (Sales & Bookkeeping) (Canada)
🏢 Wovetex Mills
📍 Canada