Administrative Coordinator Hinge Cabinets

ADMINISTRATIVE COORDINATORJob Description & ResponsibilitiesROLE OVERVIEWHinge Cabinets & Millwork distinguishes itself as a premier cabinet manufacturer, proudly based in Saskatoon, Saskatchewan. Our commitment to excellence is evident in our cabinets, which are meticulously produced in-house using innovative manufacturing methods developed through continuous research and development. These methods are designed to precisely align with our clients’ needs, budgetary considerations, and project timelines.The Administrative Coordinator is responsible for the smooth day-to-day operation of Hinge's office. This role provides administrative support across departments, ensuring information is organized, deadlines are managed, and office operations run efficiently. The Coordinator serves as a welcoming first point of contact for visitors, callers, and vendors, and provides staff with the administrative support they need, including supplies, filing, scheduling, correspondence, and general office coordination.MINDSET

• Ownership: Takes initiative, follows through on responsibilities, and ensures things get done without needing reminders. When something goes off track, takes ownership and finds a solution.
• Communication: Communicates clearly, professionally, and respectfully with staff, vendors, and visitors. Comfortable asking questions, seeking clarification, and keeping others informed.
• Adaptability: No two days are exactly the same. Shifts priorities, adjusts to changing needs, and stays organized and positive when plans change.
• Attention to Detail: Understands that the small things matter. Whether it is filing, scheduling, ordering, or preparing information, works carefully and catches details before they become problems.
• Teamwork: Understands that keeping an office running smoothly is a team effort. Willing to step in, support colleagues, and help wherever needed.

SKILLSET Front Office & Reception

• Visitor & Call Management: Welcome visitors, including builders and clients attending design consultations, and answer and direct incoming calls professionally.
• Inbox Coordination: Monitor the company's general inbox and ensure inquiries are promptly directed to the appropriate person or department.
• Front Office Presentation: Maintain a clean, organized, and welcoming front office and common areas.

Office Operations & Supplies

• Supply Management: Monitor office supply levels, place orders as needed, and keep supply areas organized and well stocked.
• Mail & Courier Coordination: Coordinate incoming and outgoing mail, courier deliveries, and shipments.
• Equipment Support: Assist with the setup and upkeep of office equipment and promptly flag or escalate issues when they arise.
• Lunch Program Support: Help coordinate the daily lunch program and ensure it runs smoothly for the team.

Vendor & Facilities Coordination

• Facilities Point of Contact: Serve as the primary point of contact for building maintenance, cleaning services, and other facility vendors across Hinge’s office locations.
• Service Coordination: Coordinate service calls and repairs and review vendor invoices and contracts for accuracy.
• Issue Escalation: Identify and escalate facilities issues early to help prevent disruptions to the office.

Meeting & Calendar Support

• Meeting Logistics: Coordinate meeting room bookings and prepare spaces for internal meetings, client visits, and team events.
• Calendar Support: Provide calendar and scheduling support across departments as needed.
• Event Coordination: Coordinate logistics for team gatherings, including catering, materials, and room setup.

Filing & Records Management

• Records Organization: Maintain organized digital and physical filing systems for company records.
• Document Accessibility: Ensure documents are properly stored, labelled, and easy to locate.
• Document Preparation: Support the design, engineering, and sales teams with document preparation, printing, and basic formatting.

Cross-Department Administrative Support

• General Administrative Support: Provide administrative support across sales, design, and production as needed, including data entry, document preparation, and other day-to-day tasks.
• Flexibility: Be a reliable and adaptable resource for the team, stepping in wherever additional support is needed to keep the office running smoothly.

TOOLSET

• Microsoft 365: Email, calendar, and document tools used daily for correspondence, scheduling, and filing.
• Innergy: Hinge's production and project tracking system, used at a basic level to support data entry and documentation requests from other departments.
• Office & Phone Systems: Multi-line phone system, printers, and other shared office equipment.

EXPERIENCE

• Minimum 2 years of experience in an office administration, coordinator, or reception role
• Experience maintaining organized filing systems, both digital and physical, and managing multiple deadlines at once
• Experience communicating professionally with clients, vendors, or the public, in person, by phone, and in writing
• Experience managing competing priorities and shifting demands in a fast-paced office
• Hands-on experience using Microsoft Office daily for scheduling, correspondence, and document preparation

NICE TO HAVE

• Experience in a manufacturing, construction, or similar operational environment.
• Experience entering invoices, receipts, or transactions into an accounting system such as QuickBooks
• Experience coordinating directly with vendors or facilities providers, such as scheduling service calls or reviewing invoices for accuracy
• A post-secondary certificate or diploma in office administration, business administration, or a related field. Equivalent experience in an office coordination, administrative, or reception role is equally valued.

COMPENSATION & BENEFITS

• Competitive hourly wage, based on experience
• Health benefits through Saskatchewan Blue Cross
• Optional participation in Hinge's Group RRSP/DPSP program, with company matching
• Daily lunch program
• A growing company with room to take on more responsibility over time