Office Administrator

The Office Administrator supports the inside valve sales team by managing high volumes of order and quote-related information, ensuring accurate data entry, and coordinating closely with after-sales and other internal teams. This role plays a key part in delivering professional proposals, timely order processing, and clear communication in a fast-paced, compliance-heavy environment where processes are still evolving.

Responsibilities

• Enter orders for small day-to-day requests, large project orders, and machine orders accurately and in a timely manner.
• Perform detailed data entry for valve quote packages to support inside valve sales personnel.
• Place orders and enroll the after-sales group, clearly explaining customer requirements and special needs such as documentation and expediting requirements.
• Coordinate with factory lead times and ensure all special requirements are captured and communicated appropriately.
• Manage high volumes of information and ensure that no details fall through the cracks.
• Communicate proactively across teams when updates, changes, or delays occur.
• Operate effectively in an environment where processes are still being defined and refined.
• Maintain strong organization and attention to detail in a compliance-heavy setting.
• Assist inside valve sales and inside valve project sales with proposals to ensure they are professional, high-energy, and competitively priced.
• Ensure order entry is accurate and completed within required timelines.
• Maintain daily communication and coordination with the after-sales team.
• Perform other administrative and office-related duties as assigned.

• Strong administrative support and office management capabilities.
• Proven data entry skills with at least 1 year of data entry experience.
• At least 1 year of experience working with a large ERP system such as SAP, Oracle, or NetSuite.
• Proficiency with Microsoft Office tools, including intermediate-level Excel, Word, and Outlook.
• Experience with office administration and Excel-based data entry.
• Ability to work with ERP systems and manage order and quote-related information.
• Excellent verbal and written communication skills.
• Ability to manage high volumes of information with strong attention to detail.
• Capability to operate in a compliance-heavy environment while maintaining accuracy and organization.

• Experience working in a manufacturing environment or with valves and valve terminology is an asset.
• Experience with ERP systems such as Global Shop is considered a strong plus.
• Understanding of valve assembly or valve design concepts is beneficial.
• Comfort working in ambiguity and taking initiative in a new role where processes are still being developed.
• Ability to handle high-pressure situations and maintain composure.
• Strong team player who collaborates effectively with operations, engineering, sales, and after-sales teams.
• Motivation to learn, grow, and earn a long-term position within a growing business.
• Ability to operate in a fast-paced, evolving environment.
• Confidence to ask questions and escalate issues when unclear, ensuring accountability and clear communication.
• Access to reliable transportation (drives/has a car).

This is a fully onsite role based in Edmonton in an open office setting where 6–8 people work closely together. The environment is high-noise with constant communication, and there is no opportunity to work in isolation or with headphones. The role is fast-paced and evolving, with a high level of collaboration required across teams and a mix of independent execution and frequent team interaction. Processes are still being built, so adaptability and comfort with ambiguity are important. The management style is open-door and direct, with clear expectations around accountability and communication. Team members receive hands-on training, including potential direct support from a Houston-based team, along with direct exposure to operations, engineering, and sales in a highly collaborative environment. The position offers the opportunity to help shape processes from the ground up and a clear path to full-time employment through a contract-to-hire arrangement with strong intent to convert.

Job Type & Location

This is a Contract to Hire position based out of Edmonton, AB.

The pay range for this position is $25.00 - $27.00/hr.

This is a fully onsite position in Edmonton,AB.

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l'acquisition de talents, les achats, la chaine d'approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l'industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service d'un grand nombre d'entreprises du classement Fortune 500. Nous sommes fiers d'avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated.

Aston Carter est un employeur souscrivant au principe de l'égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l'âge, de la couleur, de la religion, des origines nationales, du statut d'ancien combattant, d'un handicap, de l'orientation sexuelle, de l'identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d'accommodement raisonnable, tel que la modification ou l'ajustement du processus de demande d'emploi ou d'entrevue à cause d'un handicap, veuillez envoyer un courriel à [email protected] pour connaître d'autres options d'accommodement.

Ordonnance sur l'égalité des chances de San Francisco: Conformément à l'Ordonnance sur l'égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

Utilisation de l'intelligence artificielle (IA): Nous pouvons utiliser l'intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d'embauche, notamment la recherche, la présélection et l'évaluation des candidatures. L'IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l'aide d'outils d'IA.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.