Administrative Assistant

Administrative Assistant

Company: Northern Transformer Corporation

Location: Vaughan and/or Innisfil, ON

Job Type: Full-Time, Permanent

Work Hours: 8:30AM – 5:00PM

Department: Administration/Finance

Salary: $45,000 - $50,000 (based on experience)

About Northern Transformer

Northern Transformer Corporation is a Canadian-owned, fast-growing manufacturer of power transformers and mobile substations. Our team delivers high-quality products through superior engineering, skilled manufacturing, and a strong commitment to safety, quality, and customer satisfaction.

As our organization continues to grow, we are seeking an organized, professional, and service-oriented Administrative Assistant to support the day-to-day administrative needs of our organization.

Position Summary

The Administrative Assistant provides front-office and general administrative support to ensure the efficient operation of Northern Transformer's workplace. This role serves as a first point of contact for visitors and incoming calls while supporting office administration, shipping documentation, freight coordination, corporate events, marketing activities, and managers as required.

The successful candidate will be organized, professional, proactive, and comfortable managing a variety of responsibilities in a fast-paced manufacturing environment.

Key Responsibilities

Reception & Office Administration

• Answer incoming calls promptly and direct them to the appropriate individual or department
• Greet visitors and connect them with the appropriate employee or department

• Maintain visitor security procedures, including monitoring the visitor logbook and issuing visitor badges
• Pick up, sort, and distribute incoming mail
• Perform general administrative duties including filing, copying, scanning, printing, and binding
• Provide administrative support to managers and departments as required

Shipping & Operational Support

• Print and prepare manuals and drawings required when transformer units are shipped
• Arrange and coordinate freight pickups
• Support preparation and organization of shipping-related documentation
• Coordinate with internal departments and external freight providers as required

Office Supplies & Workplace Support

• Monitor office supply inventory and coordinate replenishment as required
• Order coffee and maintain appropriate workplace supplies
• Help ensure shared office and reception areas remain organized and appropriately stocked
• Assist with other day-to-day office requirements as needed

Corporate Events & Marketing Support

• Assist with planning and organizing corporate events, employee activities, meetings, and customer visits
• Coordinate meals, beverages, and other hospitality requirements for clients, visitors, and company events
• Assist with marketing activities and preparation of marketing materials
• Use available technology and digital tools to support company communications and marketing initiatives

Qualifications & Skills

Education & Experience

• High school diploma required; post-secondary education in Business Administration, Office Administration, or a related field considered an asset
• Minimum 2 years of relevant administrative, reception, or office support experience
• Experience within a manufacturing or industrial environment considered an asset
• Experience coordinating freight, shipping documentation, or logistics activities considered an asset

Technical Skills

• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams
• Strong general computer and administrative technology skills
• Ability to prepare, organize, scan, print, and maintain business documentation
• Familiarity with digital marketing and communication tools considered an asset

Personal Attributes

• Excellent written and verbal communication skills
• Professional, friendly, and customer-service focused
• Strong organizational and time-management abilities
• High degree of accuracy and attention to detail
• Proactive, resourceful, and willing to take initiative
• Able to manage multiple priorities in a fast-paced environment
• Comfortable interacting with employees, customers, visitors, suppliers, and external service providers
• Able to work effectively with a culturally diverse team

Working Conditions

• Office-based environment within a manufacturing facility
• Regular interaction with employees, managers, visitors, customers, suppliers, and freight providers
• Frequent computer, telephone, printing, scanning, and administrative work
• Occasional manufacturing floor exposure may be required
• Some lifting and handling of office supplies, printed materials, and event supplies may be required
• PPE required when entering designated manufacturing areas

Compensation & Benefits

• Competitive salary based on experience
• Comprehensive benefits package
• Clean, modern, and collaborative working environment
• Professional development opportunities
• Career growth within a growing Canadian manufacturer

Health & Safety Responsibilities

• Follow all company health & safety policies, procedures, and safe work practices
• Follow established visitor and site security procedures
• Use required PPE when entering designated manufacturing areas
• Report hazards, incidents, near misses, and unsafe conditions promptly
• Maintain a safe, organized, and compliant workplace
• Support Northern Transformer's commitment to safety, quality, environmental stewardship, and continuous improvement