Location: Woodbridge, ON L4H 1X9
Job Type: Full-Time, Permanent
Schedule: Monday to Friday, 7:30 AM – 4:30 PM (42.5 hours per week).This is a full-time, permanent, in-person position based at our Woodbridge office. This role is not remote or hybrid.
Compensation
- Starting wage: $24.00/hour
- Performance and wage review after the successful completion of the 90-day probationary period
- Annual performance and compensation review after one year
- Annual cost-of-living increases thereafter
- Overtime pay when applicable
Benefits
- Extended Health Care
- Dental Care
- Vision Care
- Life Insurance
- Employee Assistance Program (EAP)
- Company events and wellness initiatives
- Employee discount
- On-site parking
- Opportunities for advancement
About Elite Trimworks
Elite Trimworks Corp. is a leading supplier of premium architectural mouldings, millwork, doors, wall panels and specialty building products serving customers throughout Canada and the United States. Our reputation has been built on exceptional customer service, quality products and dependable delivery. We believe in teamwork, continuous improvement and providing employees with opportunities to grow alongside our company.
Position Summary
We are seeking an organized, proactive and detail-oriented Administrative Assistant to support our Operations, Purchasing, Logistics, Accounting and Management teams.
This is a dynamic role responsible for a wide variety of administrative functions including vendor purchase order processing, customer invoicing, QuickBooks Online (QBO) administration, shipping and customs documentation, freight coordination, customer communication, executive administrative support and general office administration. The successful candidate will work closely with multiple departments to ensure daily operations run efficiently while delivering exceptional accuracy, organization and customer service.
Key Responsibilities
- Prepare and process company purchase orders to domestic and international vendors.
- Process customer invoices and assist with daily accounting administration using QuickBooks Online (QBO).
- Coordinate domestic and international shipments, freight bookings and customs documentation, including USMCA documentation.
- Communicate professionally with vendors, freight carriers, customers and internal departments regarding orders, deliveries and documentation.
- Maintain accurate records, filing systems, databases and operational documentation.
- Provide administrative and executive support to Management, including reports, scheduling, correspondence and project coordination.
- Assist with purchasing, inventory, logistics and shipping administration.
- Support customer inquiries regarding orders, shipment status and documentation.
- Collaborate with Sales, Warehouse, Receiving, Purchasing, Accounting and Operations to ensure orders are processed accurately and efficiently.
- Participate in daily briefings and departmental meetings while supporting continuous process improvements.
- Perform general office administration and assist with additional projects and responsibilities as assigned.
- Maintain a safe, organized and professional work environment while complying with company policies and Health & Safety requirements.
Qualifications Required
- Minimum 3 years of administrative experience, or 1–2 years of purchasing, logistics, shipping or accounting experience.
- Experience using Google Workspace and Microsoft Office.
- Experience with QuickBooks Online (QBO) or similar accounting software.
- Strong organizational, time management and multitasking skills.
- Excellent verbal and written communication skills.
- High attention to detail with strong problem-solving abilities.
- Ability to thrive in a fast-paced team environment.
- Reliable transportation and ability to commute to Woodbridge, ON.
Preferred
- Experience with Shopify.
- Experience with freight coordination, import/export or customs documentation.
- Experience working with architectural products, millwork, mouldings, doors, trim, building materials or the construction industry.
- Business Administration, Supply Chain or Logistics education is considered an asset.
What Success Looks Like
Successful candidates will demonstrate:
- Accurate purchase order processing and customer invoicing.
- Strong administrative and executive support.
- Effective coordination between departments.
- Excellent customer service and communication.
- Strong organizational skills and attention to detail.
- Dependability, accountability and a willingness to learn.
- A proactive approach to improving processes and supporting the team.
Work Environment
This position is primarily office-based with regular interaction between the office, warehouse and shipping departments. We are looking for someone who enjoys working in a collaborative, fast-paced environment and takes pride in providing exceptional support to both our customers and internal teams.
Pay: From $24.00 per hour
Benefits:
- Extended health care
- On-site parking
Application question(s):
- What experience do you have using QuickBooks Online (or similar accounting software), Microsoft Office, and Google Workspace?
- Have you prepared purchase orders, coordinated shipments, or worked with freight carriers, customs documentation, or import/export processes? Please briefly describe your experience.
- Have you worked with architectural products such as mouldings, millwork, doors, trim, wall panels, or other building materials? If yes, please describe your experience.
Work Location: In person
