Office Administrator - onsite/Aurora - Temporary-Permanent

- Monday-Friday 9-5pm
- $24/HR
- Great company culture!

Major duties and responsibilities

1. Monitor the shared email inboxes, respond to routine requests, and direct inquiries to the appropriate person or department.

2. Answer incoming telephone calls promptly and provide professional, courteous service.

3. Prepare, update, organize, and maintain administrative records, reports, correspondence, and other documentation.

4. Support office meetings by preparing information and materials, recording action items when requested, and following up on assigned tasks.

5. Assist with general office coordination, including equipment, filing, scanning, and document distribution.

6. Process incoming customer orders, confirm that required account and order information is complete, and resolve routine discrepancies.

7. Respond to customer inquiries, requests, and concerns in a timely manner, escalating issues when additional authority or expertise is required.

8. Prepare and manage quotes, claims, credits, backorder reports, and related customer documentation.

9. Send backorder reports to customers according to agreed monthly or quarterly schedules.

10. Coordinate publisher price and substitutions changes, and communicate to the appropriate customer or internal team.

11. Monitor order progress and work with the warehouse and other departments to confirm shipment status and address delays.

12. Research items using approved tools, websites, and established workflows to identify suitable publishers and vendors for purchase orders.

13. Review customer backorders and identify suitable alternative sources when items are unavailable from the original supplier.

14.



Complete receiving reconciliation for goods scanned into inventory by the warehouse and investigate discrepancies.

15. Assist the warehouse and processing departments with customer-related questions and order information.

16. Load and maintain bibliographic data on the company website and in internal systems.

17. Monitor the flow of data through EDI channels and identify missing, incomplete, or failed transactions.

18. Prepare new customer orders using customer and internal criteria, following standard operating procedures.

19. Provide backup coverage for purchasing, receiving, order entry as operational needs require.

20. Work with employees across departments to resolve administrative, order, and customer-service issues.

21. Identify opportunities to improve administrative processes and discuss the Director of Operations.

22. Attend office and staff meetings and contribute relevant updates, questions, and follow-up items.

23. Perform other related administrative duties as assigned or required.

Knowledge and experience

- Two or more years of experience in office administration, customer service, order processing, data administration, or a related role is preferred.
- Experience with ERP systems, CRM systems, order-management systems, customer databases, reporting tools, or other business software is an asset.




- Demonstrated ability to use technology to improve administrative processes and solve day-to-day operational problems.

Technology and digital skills

Essential

- Good proficiency in Microsoft Excel, including formulas and functions, sorting and filtering, lookup functions, PivotTables, conditional formatting, data validation, and reporting from large datasets.
- Strong proficiency with Microsoft Outlook, Word, Teams, and other Microsoft 365 applications.
- Comfort using approved new technologies and tools to research information, draft and revise content, summarize data, automate routine work, and improve administrative workflows.
- Ability to verify all work for accuracy and protect confidential information in accordance with company policies.
- Ability to learn new software and digital systems quickly and apply them effectively in daily work.
- Strong technical problem-solving skills, including the ability to investigate routine system, data, and workflow issues before escalating them.
- Ability to organize, clean, reconcile, and interpret information from multiple sources.
- Accurate keyboarding, data-entry, document-management, electronic recordkeeping, and basic numerical skills.
- Working knowledge of standard office equipment, including computers, printers, photocopiers, and scanners.

Apply today!

Pay: $24.00 per hour

Expected hours: 37.5 per week

Benefits:

- Casual dress
- In office parking

Application question(s):

- Do you have a minimum of 2 yrs worth of office administration experience supporting senior leadership?
- Do you have Experience with ERP systems, CRM systems, order-management systems, customer databases and reporting tools?
- Do you have solid computer skills with the MS Office Suite?

Work Location: In person

📌 Office Administrator (Aurora)
🏢 Redwood Employment
📍 Aurora