Office & Systems Coordinator

Thompson’s Iron & Metal Inc.

1086 Sedore Rd., Gravenhurst, ON (on site)

Full time, permanent | Monday to Friday

Reports to: Kyle Thompson, Owner

About the role

Thompson’s Iron & Metal is a growing scrap metal recycling, processing and demolition company in Gravenhurst. We buy metal from the public, contractors and other yards, process it on site and ship it to mills across Ontario.

You will run the day-to-day paperwork of the business and help implement and manage the operational systems that support our growing business. You will build systems from the ground up, not just follow them.

Key responsibilities

Scale tickets and yard paperwork

- Manage inbound and outbound scale tickets in our yard software
- Back up the scale operator on busy days and during breaks
- Match outbound loads to mill and buyer settlements

Invoicing and financial administration
- Prepare customer invoices and supporting documentation for scrap sales, demolition and hauling jobs
- Reconcile scale tickets, outbound shipments and buyer settlements
- Track outstanding customer payments and follow up when required
- Organize supplier invoices, receipts and transaction records for the accounting team

Dispatch
- Dispatch trucks, and roll-off bins
- Coordinate with drivers on pickups, deliveries and schedule changes
- Book outbound loads with buyers and keep shipping records

Equipment and fleet management
- Set up our maintenance software: load every machine and truck, build preventive maintenance schedules, track work orders
- Keep it current as equipment is bought, sold, repaired or serviced
- Maintain fleet records: driver files, abstracts, inspections,



registrations and insurance documents

Health and safety support
- Work with our third-party health and safety provider to keep programs, training records and inspections current
- Track certifications and renewal dates for staff and equipment

Systems and improvement
- Use AI tools to write procedures, build templates, organize data and speed up routine work
- Find gaps in how the office runs and fix them
- Handle phones, email and walk-in customers when needed

Qualifications

Required

- Strong computer skills and comfort learning new software quickly
- Confident using AI tools such as ChatGPT or Claude to work faster, write documents and organize data.
- Organized and detail-focused, with the ability to juggle phones, drivers and paperwork
- Clear, professional written and spoken English
- Comfortable working in an industrial yard environment

Assets (not required)
- Bookkeeping or AP/AR experience
- Dispatch, trucking or logistics admin experience
- Experience with maintenance or fleet software
- Industry experience is not required. We will train the right person

Pay, working conditions and how to apply

- $25.00/hr CAD to start, with room to grow as the company grows
- Full-time, on site at our Gravenhurst yard. The office is in a working scrap yard, so expect trucks, equipment and some noise
- Some phone or email contact with drivers outside regular hours may be needed during busy periods

To apply, send your resume to [email protected] or call/text (phone hidden). Pay: $19.45-$25.00 per hour

Expected hours: 42.5 per week

Benefits

- Dental care
- On-site parking

Work Location: In person

📌 Office & Systems Coordinator (Gravenhurst)
🏢 Thompson's Iron u0026 Metal
📍 Gravenhurst