A – POSITION DESCRIPTION

Scope of Position:

The Administrative Assistant reports to the President and provides administrative and operational support across the company. The role provides backup for the order desk, supports the management of the retail store, backs up shipping and receiving documentation, assists with inventory management and control, supports the month end process, and provides project management support for company initiatives. The role also progressively takes over administrative tasks currently handled by other team members, freeing them to focus on their core responsibilities.

The position is based at the main plant and at Hana.

Key Responsibilities:

Order Desk Backup:

- Serve as backup for the order desk during absences and peak periods, including answering calls and emails, entering and confirming customer orders, and responding to order status questions.
- File and track order paperwork, communicate order changes to the plant, and maintain the special orders information board and other plant boards as directed.

Retail Store Support:

- Support the management of the retail store, including opening and closing routines, customer service, point-of-sale transactions, and daily sales and cash reconciliation as directed.
- Monitor retail stock levels, merchandising, and pricing; prepare replenishment requests and coordinate product transfers from the plant.
- Help resolve customer questions and issues and escalate matters outside standard procedures to the appropriate manager.

Shipping and Receiving Documentation Backup:

- Serve as backup for shipping and receiving documentation, including pick lists, bills of lading, packing slips, and delivery paperwork, and coordinate with shipping and drivers.
- Record and track incoming deliveries (including milk, packaging, and supplier shipments) and match receiving documents to purchase orders.
- Support lot traceability by keeping production make sheets, receiving records, and shipping and order documentation properly filed and retrievable.

Inventory Management and Control:

- Perform regular cycle counts and physical counts, update inventory records, and reconcile counts to the inventory system.
- Track finished goods, packaging, pails and lids, retail stock, and shop supplies; investigate variances and flag low stock and reorder needs to the Plant Manager.
- Process office and plant supply requests from staff, including placing orders with approved suppliers and following up on deliveries.
- Maintain inventory control procedures and documentation, and recommend improvements to inventory accuracy and controls.

Month End Process Support:

- Support the month end process in coordination with the Controller by assembling and filing shipping, receiving, order, and retail documentation for the period.
- Perform month end inventory counts and cut-off checks, and provide inventory count results and variance explanations.
- Identify and follow up on missing paperwork, unmatched receipts, and open orders so that period-end records are complete and accurate.

Project and Administrative Support:

- Provide project management support for company projects and initiatives as assigned by the President, including defining scope and milestones, building project plans and timelines, tracking tasks, owners,



and deadlines, and following up across departments to keep projects on schedule.
- Prepare status updates, action-item lists, and summary reports for project owners and the President, and flag risks, delays, and decisions required.
- Provide administrative support to the President and the management team, including scheduling, meeting preparation, document organization, and follow-up on action items.
- Take over administrative tasks currently performed by other team members, as identified and assigned by the President, and document the procedures for each task taken on.

General:

- Maintain organized filing systems, paper and electronic, for orders, inventory, and administrative records.
- Prepare reports and spreadsheets on orders, inventory, and retail activity as directed.
- Travel between the main plant and Hana as needed to support inventory, order, and shipping and receiving activities at both locations.

Key Relationships:

- President: Reports directly; receives priorities, project assignments, and direction on company needs.
- Order Desk / Shipping & Receiving: Works as a team and provides backup coverage; learns the order desk and shipping and receiving documentation processes.
- Plant Manager: Works together on inventory control and plant support; escalation point for stock shortages and order issues.
- Retail Store Staff: Supports day-to-day retail operations, stock replenishment, and customer service.
- Department Managers and Team Members Across the Company: Receives administrative tasks handed over from other staff, supports their operational needs, coordinates project tasks and deadlines, and handles ongoing questions.
- Production, Shipping & Warehouse Teams: Interacts regularly to confirm inventory counts, order status, and shipping information.
- Customers: Point of contact for order status questions and basic inquiries; serves retail customers in the store.
- Vendors & Suppliers: Coordinates deliveries, supply orders, and receiving documentation.
- Controller & Admin Assistant / AR-AP: Provides order, receiving, inventory, and retail documentation to support invoicing, payables, and the month end close.

Decision-Making Authority: Executes order, retail, inventory, and documentation tasks within established procedures. Order changes, stock adjustments, pricing questions, retail discounts or refunds outside policy, and purchases outside of approved suppliers or limits are referred to the President for approval. Handles confidential company information with discretion.

Problem Solving Responsibility:

Expected to identify and flag order discrepancies, inventory count variances, missing shipping or receiving paperwork, retail stock issues, month end exceptions, and project risks or delays promptly. Follows established procedures and seeks guidance from the President for issues outside standard processes.





B – POSITION SPECIFICATIONS

Formal Education and Training:

- High school diploma required; post-secondary diploma in Business Administration, Supply Chain / Logistics, or a related field is an asset.
- Food Handler Certification an asset (or willingness to obtain).

Work Experience:

- Minimum 2-3 years of experience in an administrative, executive assistant, customer service, order desk, retail, or inventory support role; project coordination or month end / accounting support experience is an asset.
- Prior experience in a manufacturing, warehouse, or food industry environment is an asset.

Other Key Skills / Product Knowledge:

- Strong organizational, project coordination, and time management skills with the ability to manage multiple priorities and learn current processes quickly.
- Excellent attention to detail and accuracy in data entry, counting, and documentation.
- Professional, courteous communication skills, both written and verbal, in person and by phone.
- Proficiency in Microsoft Office (Excel, Word, Outlook, and project tracking tools); experience with Sage 300 or similar inventory / order management software and point-of-sale systems is an asset.
- Ability to handle confidential information with discretion and to take on new tasks with minimal supervision.
- Ability to work both independently and as part of a team in a fast-paced environment.
- Reliable, discreet, and committed to food safety and GMP standards.
- Valid driver’s licence and reliable transportation to travel between the main plant and Hana.

C – POSITION CHARACTERISTICS Impact & Accountabilities:

This role supports the whole company by providing dependable backup for the order desk and for shipping and receiving, supporting the retail store, and freeing other team members from administrative work so they can focus on their core responsibilities. It supports the accuracy of Galati's order and inventory information and the timeliness and completeness of month end records. Reliable order, shipping, and receiving documentation and inventory control help prevent shipping errors, stock-outs, and delays, and support lot traceability and customer satisfaction during Galati's growth.

Project management support helps keep company priorities and cross-department initiatives on track.

Supervisory Responsibility:

No supervisory responsibility.

D – WORKING CONDITIONS

Combination of front desk / office, retail store, warehouse, and plant environments at the main plant and Hana. Time on the plant floor or in refrigerated areas requires appropriate PPE and adherence to GMP and food safety practices. Standard business hours with some flexibility during peak order periods and month end.

E – EFFORT

Mental Effort:

Requires sustained attention to detail, accurate recording of orders, inventory, and documentation, and the ability to manage interruptions and competing priorities across order desk, retail, project, and month end deadlines.

Physical Effort:

Mix of desk work and movement throughout the facilities, including standing, walking, and regular inventory counting. May lift and move cases, supplies, and packaging up to 20 kg (45 lb).

Pay: $21.00-$26.00 per hour

Expected hours: 44.0 per week

Work Location: In person

📌 Administrative Support - Operations Support (Windsor)
🏢 Boiron Group - Royal LePage Terrequity Realty
📍 Windsor