Office Admin/ Shipping & Receiving Coordinator

Company Bio

Southwestern Manufacturing Inc. operates in a competitive global market, producing a wide range of metal-based assemblies and components across various industries including Mining, Oil & Gas, Crane and Drag-line Components, Agriculture, Machine Building, and Heavy Equipment Manufacturing. With multiple facilities and extensive in-house capabilities including fabrication, machining, welding, non-destructive testing, painting, and logistics, Southwestern Manufacturing provides turnkey manufacturing solutions that support customers throughout North America.

As the Office Admin / Shipping & Receiving Coordinator, you will play a vital role in managing the flow of materials, supplies, and finished goods throughout the organization. This dual-function position is responsible for overseeing office adminstration activities, supplier relationships, inventory coordination, shipping logistics, receiving operations, and transportation scheduling to support production and customer delivery requirements.

Working closely with Production, Sales, Operations, Suppliers, and Logistics providers, you will ensure material availability, optimize procurement processes, coordinate shipping activities, and contribute to the overall efficiency of the supply chain. This role requires strong organizational skills, attention to detail, negotiation abilities, and a commitment to operational excellence.

This position is full-time with a minimum commitment of 40 hours per week.

Key Responsibilities

Office Administration Responsibilities

- Greeting visitors, ensure guest/visitor sign-in as required, contacting appropriate employee as requested by visitors/guests, providing guests with safety gear for plant if, and as required.
- Perform other clerical receptionist duties such as filing, photocopying, collating, faxing etc. for various departments throughout the organization
- Ensuring both copiers are full of paper throughout the day.
- Monitor, order, and stock cases of water throughout corporate offices
- Monitor Inventory of all office supplies throughout the offices, coordinate and compile office supply orders from all Manager’s/ office staff requests, and provide to Office Manager to order weekly and/or more often is required.
- Creating forms, documents, charts, reports and posters as requested by Manager’s.
- Complete a daily review of the grounds and building at Sprucewood, report any safety, cleanliness, or maintenance concerns, and follow up with maintenance personnel as required.
- Monitor inventory and order janitorial supplies for Plant 3 (Sprucewood) as directed by Director of Operations
- Ensure commercial/ utility vehicles dropping-off and/ or picking-up materials/ documents are parked appropriately
- Personal requests for President and/or Vice President or other Manager’s as required, include but are not limited to text messaging, emails, reservations, shipments (FedEx, UPS, Purolator, etc.), scans, scheduling meetings, copies, and ordering food for meetings/lunches as requested.
- Provide administrative assistance as assigned by management to various departments including but not limited to: Sales , Processing , Accounting , Back-up assistance for logistics and customs paperwork as needed , Human Resources
- Ensure safety boards are up to date
- Telephone monitoring/screening as required.
- Provide support for human resources with employee relations ( Questions in regards to benefits ,



reviews and any concerns directing them to the correct HR personal
- Keep track of time cards to ensure all employees time cards are available to them each week and are collected at the end of the week and given to Elaine or Claudiu
- Maintain a daily/weekly operations follow-up list for Plant 3, including outstanding action items, employee requests, office needs, and items requiring management attention.
- Document office and plant concerns reported by employees and ensure they are directed to the proper department for resolution.
- Prepare new-hire, PPE checklists, forms, and first-day documents.
- Assist with meeting preparation by booking rooms, preparing agendas, printing materials, setting up refreshments, and taking basic notes if needed.
- Follow up on required signatures or approvals from managers to reduce delays.

Shipping & Receiving Responsibilities

- Receive incoming shipments and verify materials against purchase orders, packing slips, and work orders.
- Schedule transportation and coordinate incoming and outgoing freight activities.
- Ensure shipments are accurately labeled, documented, tracked, and processed.
- Coordinate loading and unloading activities while ensuring compliance with safety procedures.
- Assign and manage storage locations for incoming materials and inventory.
- Operate material handling equipment, including forklifts, when required.
- Investigate shipment discrepancies, shortages, damaged materials, and missing freight.
- Maintain shipping, receiving, and inventory records and documentation.
- Route materials to production and other departments as required.
- Monitor freight schedules and communicate shipment status to internal stakeholders.

Qualifications & Skills

- Strong understanding of purchasing, procurement, logistics, and supply chain principles.
- Experience negotiating supplier pricing, contracts, and service agreements.
- Strong analytical and problem-solving skills with the ability to identify cost-saving opportunities.
- Knowledge of inventory control, shipping documentation, freight coordination, and receiving procedures.
- Experience working in a manufacturing environment.
- Strong communication and relationship-building abilities.
- Proficiency with ERP systems and Microsoft Office Suite, including Excel, PowerPoint, and Outlook.
- Ability to work independently while effectively collaborating with cross-functional teams.
- Strong organizational skills and attention to detail.
- Ability to manage multiple competing priorities in a rapid-paced manufacturing environment.

Education & Experience

- Minimum 3 years of experience in purchasing, procurement, supply chain, shipping & receiving, or a related manufacturing role.
- Minimum 3 years of Office Administration experience
- Minimum 3 years of experience working within a manufacturing environment.
- Bachelor's Degree in Business Administration, Supply Chain Management, Operations Management, or a related field preferred.
- Post-secondary education in Logistics, Supply Chain Management, Business Administration,



or a related discipline is considered an asset.
- Experience using ERP systems for purchasing and inventory management.
- WHMIS training are considered assets.
- Experience in heavy manufacturing, machining, fabrication, or industrial operations is preferred.

Working Conditions

- Combination of office, warehouse, and manufacturing environments.
- Frequent interaction with suppliers, transportation providers, production teams, and office personnel.
- Regular use of computers, ERP systems, and inventory management software.
- Occasional operation of forklifts and material handling equipment.
- Exposure to manufacturing and shipping environments requiring the use of personal protective equipment (PPE).
- Overtime may be required based on operational demands.

Safety & Quality Expectations

- Adhere strictly to workplace health and safety legislation and company safety procedures.
- Follow all shipping, receiving, inventory, and purchasing procedures.
- Ensure materials and products are handled safely and properly documented.
- Support quality initiatives by maintaining accurate records and supplier quality standards.
- Promote continuous improvement in procurement, logistics, inventory control, and operational efficiency.
- Contribute to a culture where safety, quality, accountability, and customer service are core organizational values.

Key Competencies

- Purchasing & Procurement
- Supply Chain Management
- Shipping & Receiving Operations
- Vendor Management
- Negotiation Skills
- Inventory Control
- ERP Systems
- Cost Management
- Logistics Coordination
- Problem Solving
- Communication & Relationship Building
- Time Management
- Attention to Detail
- Continuous Improvement

We Offer

- Competitive compensation package based on experience.
- Overtime opportunities.
- Comprehensive benefits package including medical, dental, vision, life insurance, critical illness coverage, and pension plan.
- RRSP matching program.
- Paid time off.
- Opportunities for growth and advancement within a growing organization.

Southwestern Manufacturing Inc. is an equal opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Southwestern Manufacturing Inc. throughout the recruitment, selection and/or interview process to applicants with disabilities. Please note that this recruitment process may involve the use of Artificial Intelligence (AI) tools to assist in reviewing applications and assessing candidate qualifications. All AI tools used are designed to support fair and consistent hiring practices and are subject to human oversight. Final hiring decisions are made by company representatives, not automated systems. Applicants with questions or concerns about the use of AI in this process may contact Human Resources for more information or to request an alternative application method. Any personal information collected through the hiring process, including information processed by AI tools, will be handled in accordance with our company Privacy Policy and applicable privacy laws. Pay: From $22.00 per hour

Expected hours: No less than 40.0 per week

Ability to commute/relocate

- Windsor, ON: reliably commute or plan to relocate before starting work (preferred)

Experience:
- Manufacturing: 3 years (preferred)
- Shipping & receiving: 3 years (required)
- Office administration: 3 years (preferred)

Work Location: In person

📌 Office Administrator/ Shipping & Receiving Coordinator (Windsor)
🏢 SOUTHWESTERN MANUFACTURING
📍 Windsor