Position Summary
The Office Administrator & Logistics Coordinator is responsible for providing administrative, logistical, and customer support services for Trinity Performance Minerals. The role serves as the central point of coordination for office administration, customer communications, shipping logistics, sample management, inventory tracking, and document control.
The successful candidate will ensure the efficient flow of information and materials between customers, suppliers, laboratories and transportation providers while maintaining a high level of professionalism and organizational effectiveness.
Key ResponsibilitiesOffice Administration
- Manage daily office operations and administrative activities.
- Answer and direct incoming telephone calls and emails.
- Prepare correspondence, reports, presentations, and meeting materials.
- Maintain electronic and physical filing systems.
- Coordinate travel arrangements, accommodations, and meeting schedules.
- Assist with document preparation for management, customers, and regulatory agencies.
- Maintain corporate records and administrative databases.
- Support onboarding and administrative requirements for new employees.
Logistics Coordination
- Coordinate inbound and outbound shipments of products, samples, and supplies.
- Arrange transportation with trucking companies, freight forwarders, courier services, and ocean carriers.
- Track shipments and provide status updates to customers and management.
- Prepare shipping documentation including:
- Bills of Lading
- Commercial Invoices
- Packing Lists
- Certificates of Analysis
- Export Documentation
- Customs Documentation
- Maintain shipping records and freight cost tracking.
- Coordinate vessel loading schedules and transportation logistics as required.
- Work with operations personnel to ensure product availability aligns with shipment schedules.
Sample Management
- Coordinate preparation and shipment of customer samples.
- Maintain sample inventory and tracking system.
- Ensure samples are packaged and labeled correctly.
- Track customer sample requests and follow-up status.
- Coordinate laboratory testing and distribution of analytical results.
- Maintain records of sample shipments and customer feedback.
Customer Support
- Act as first point of contact for customer inquiries.
- Assist sales and management teams with customer documentation requests.
- Coordinate Certificates of Analysis, Safety Data Sheets, Technical Data Sheets, and product information packages.
- Track customer requests and ensure timely responses.
- Maintain customer contact databases.
Purchasing & Vendor Coordination
- Issue purchase orders as directed.
- Track vendor deliveries and service agreements.
- Coordinate with suppliers regarding orders and deliveries.
- Maintain purchasing records and supporting documentation.
- Assist with invoice verification and expense tracking.
Financial Administration Support
- Assist with accounts payable and accounts receivable administration.
- Prepare documentation for accounting and audit purposes.
- Maintain expense records and supporting documentation.
- Support monthly reporting requirements.
- Assist with inventory reconciliation and logistics cost reporting.
Document Control
- Assist in maintaining controlled versions of:
- Quality documents
- SOPs
- Safety documentation
- Customer agreements
- Logistics records
- Regulatory filings
- Ensure documentation is properly archived and retrievable.
QualificationsEducation
- Diploma or Certificate in:
- Business Administration
- Office Administration
- Supply Chain Management
- Logistics
- Or equivalent experience
Experience
- 3–5 years administrative experience.
- Experience coordinating shipping and logistics activities.
- Experience working with industrial, manufacturing, mining, transportation, or export businesses is considered an asset.
- Experience with customer service and document management.
Technical Skills
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Microsoft Teams
- ERP or inventory management systems (asset)
- Freight and shipping documentation
- Basic accounting software experience (QuickBooks, Sage, etc.)
- Strong data entry and record management skills
Key Competencies
- Exceptional organizational skills
- Attention to detail
- Strong written and verbal communication
- Bilingual would be an asset
- Ability to manage multiple priorities
- Customer-focused approach
- Problem-solving and decision-making ability
- Professionalism and confidentiality
- Ability to work independently
Pay: $38,000.00-$50,000.00 per year
Benefits:
- Casual dress
- On-site parking
Work Location: In person
