Administrative Assistant

ABOUT PERMA-PIPE:

PERMA-PIPE International Holdings, Inc. (NASDAQ:PPIH) is a global engineered pipe services company offering core competencies in anti-corrosion coatings, insulation solutions, containment systems, leak detection systems, engineering support, field installation, and custom fabrication services.

PERMA-PIPE has seven strategically located manufacturing facilities in the USA (2), Canada, United Arab Emirates, Saudi Arabia, Egypt, and India. PERMA-PIPE is recognized for its excellent safety record, industry-leading products and services, the highest quality fabrication, and the lowest life-cycle cost for the most complex piping systems.

We work with customers to provide innovative solutions for piping projects operating at all temperatures and in all environments. We have solutions for extremely low cryogenic temperatures, chilled and condensate water, and hot water and steam. For added environmental protection, we have solutions for double containment, corrosion under insulation, anti-corrosion, and leak detection.

Position Summary

The Administrative Assistant provides administrative, documentation, reporting, and transactional support to the Order Management and Logistics teams. This position is responsible for maintaining accurate records, managing departmental filing systems, preparing reports, supporting transaction processing, tracking order and shipment information, and ensuring documentation is properly maintained throughout the order fulfillment process.

The successful candidate is highly organized, detail-oriented, and capable of managing multiple priorities while supporting cross-functional teams in a fast-paced manufacturing environment.

Key Responsibilities

Order Management Support

• Support Order Management Specialists with administrative and transactional activities.
• Maintain and update order-related information within ERP and reporting systems.
• Process order date changes, revisions, status updates, and documentation updates as directed.
• Prepare customer status reports and order tracking information.
• Review records for completeness and identify discrepancies requiring follow-up.
• Support customer documentation requirements and order-related communications.

Logistics Support

• Assist the Logistics team with shipment tracking and reporting.
• Enter and maintain shipping, carrier, and delivery information within company systems.
• Prepare transportation and logistics reports.
• Track shipment statuses and assist in resolving documentation discrepancies.

Documentation & Records Management

• Maintain electronic and hard-copy filing systems for customer orders, shipping documentation, and logistics records.
• Organize and archive order documentation, purchase orders, packing slips, bills of lading, shipping records, and customer correspondence.
• Ensure documentation is complete, accurate, and readily accessible to internal stakeholders.

Qualifications

Education

• High School Diploma required.
• Post-secondary education in Business Administration, Office Administration, Supply Chain Management, Logistics, or related discipline is considered an asset.

Experience

• Two or more years of administrative support experience preferred.
• Experience within manufacturing, logistics, supply chain, production planning, or order management environments is considered an asset.
• Experience working with ERP systems and Microsoft Office applications is preferred.

Skills & Competencies

• Strong attention to detail and commitment to data accuracy.
• Excellent organizational and document management skills.
• Proficiency in Microsoft Excel, Outlook, Word, and Teams.
• Strong data entry and reporting abilities.
• Ability to manage multiple priorities and deadlines.
• Effective verbal and written communication skills.
• Strong analytical and problem-solving capabilities.
• Ability to work independently and collaboratively across departments.
• Customer-focused mindset with a commitment to service and accuracy.
• Ability to maintain confidentiality of business and customer information.

Position Profile

This role is ideal for an individual who thrives in a detail-focused environment, enjoys working with data and documentation, and takes pride in maintaining accurate records. The Administrative Assistant serves as a key support resource to the Order Management and Logistics teams by ensuring information, documentation, and reports are accurate, organized, and available when needed to support operational success.

EQUIPMENT TO BE USED: Must be able to operate computers and other office machines such as telephones, photocopiers, and other office equipment as the job requires.

PHYSICAL DEMANDS:

This role requires the ability to sit, stand, and walk for extended periods while performing office and production-related tasks, along with the use of required personal protective equipment (PPE) such as safety glasses, hearing protection, and steel-toed footwear when entering production areas. The position also involves occasional bending, reaching, and lifting of materials or files weighing up to 20–30 lbs.

MENTAL DEMANDS: Must handle diverse work problems daily. Must be able to resolve problems, handle conflict and make effective decisions under pressure. Must relate and interact with people at all levels in the Company.

WORKING CONDITIONS: Ability to navigate between office spaces, production areas, and inventory locations throughout the day.

PERMA-PIPE provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender (including pregnancy, gender identity, equal pay and sexual orientation), national origin, age, mental or physical disability, veteran status or genetic information.