Administrative Assistant

Are you an organized, detail-oriented professional looking to build a stable, long-term career as an Administrative Assistant? We are currently seeking two dedicated individuals to fill the role of Administrative Assistant in Mississauga, Ontario. Working within a dynamic operations environment, the Administrative Assistant will provide vital clerical support, purchasing assistance, and project coordination. As an Administrative Assistant, your day-to-day work will keep core business administration functions running smoothly. If you thrive in a steady office environment where follow-through and accurate data entry are valued, this Administrative Assistant position is an ideal fit.

In this position, the Administrative Assistant will manage the purchase order lifecycle from end to end using specialized internal ERP database software. Everyday responsibilities for the Administrative Assistant include sending approved purchase orders to suppliers, confirming acknowledgments, updating system records, and tracking shipments. The Administrative Assistant will also build and maintain detailed Microsoft Excel spreadsheets, process return goods authorizations (RGAs), advance shipping notices (ASNs), non-conformance reports (NCRs), and set up new supplier files. Because business administration relies heavily on clear record-keeping, the Administrative Assistant will play an essential role in spotting documentation discrepancies before they turn into shipping or invoicing issues.

Effective verbal and written English communication skills are essential for this Administrative Assistant role. As an Administrative Assistant, over 95% of your daily interactions will involve working directly with client partners and suppliers located in the United States. The Administrative Assistant must feel confident writing professional emails and speaking over the phone to follow up on order status, confirm timelines, and clear up administrative questions quickly.

At Randstad, we connect qualified candidates with leading employers in the field of business administration. Our specialization in business administration helps professionals step into rewarding roles across various operational sectors. Choosing a career in business administration through Randstad opens doors to consistent opportunities and ongoing professional development.

Randstad Professional: Find the right job, love what you do, and develop your career. With access to a wide range of roles with top employers, a global community of professional peers, and specialized training and support, we’ll be your guiding partner and help you build a rewarding career.

Advantages
• Annual starting salary between $50,000 and $55,000 based on experience.
• Permanent full-time position offering 37.5 working hours per week.
• Flexible schedule options to arrange with your supervisor (such as 8:00 AM–4:00 PM, 8:30 AM–4:30 PM, or 9:00 AM–5:00 PM).
• Comprehensive group benefits package available after three months of employment, including extended health, dental care, life insurance, and long-term disability.
• Comprehensive 3 to 4-week structured system training program upon hire.

Responsibilities
• Manage the purchase order cycle end-to-end within the internal ERP database system, including order entry, supplier setup, order tracking, and receipt verification.
• Email approved purchase orders directly to suppliers, confirm acknowledgments, and maintain accurate records in the system.
• Prepare and process operational documentation, including direct shipments, advance shipping notices (ASNs), return goods authorizations (RGAs), non-conformance reports (NCRs), and new vendor setups.
• Monitor supplier delivery schedules, track inventory movement, and proactively follow up on delayed shipments to keep operations running on schedule.
• Build, format, and maintain custom Microsoft Excel spreadsheets to support daily reporting and project tracking.
• Maintain accurate project files and collaborate with team members to ensure all administrative deliverables are met on time.
• Operate standard office equipment including PCs, scanners, credit card terminals, and copiers to complete routine business administration tasks.

Qualifications
• Strong organizational capabilities and proven background in business administration or office support functions.
• Intermediate proficiency in Microsoft Office applications, with strong hands-on skills in Microsoft Excel.
• Experience working with ERP database software or electronic record management systems.
• Clear, professional verbal and written English communication skills suitable for regular US client and vendor phone calls.
• Strong attention to detail with the ability to spot discrepancies in paperwork before processing shipments or invoices.
• Ability to manage multiple open purchase orders simultaneously with effective follow-through and prioritization skills.

Summary
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Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.

This posting is for existing and upcoming vacancies.