Office Administrator

Overview

Location: Kings Wood Products Inc. – Paris, ON

Working Schedule: Mon-Fri (onsite) 7:30am to 4pm

Reporting to the Office Manager, the Office Administrator supports the day-to-day administrative tasks of the facility by providing general office coordination, customer communication, and order administration support. This role plays an important support function in ensuring documentation, customer correspondence, and administrative processes are handled accurately and efficiently.

Working closely with the site management team and collaborating with internal Weston Forest stakeholders where required, the Office Administrator assists with preparing customer documentation, processing orders, supporting operational administration, and maintaining organized office records. The ideal candidate is organized, detail-oriented, and comfortable supporting a variety of administrative tasks in a fast-paced manufacturing environment.

Duties & Responsibilities

Administrative & Office Support

• Provide day-to-day administrative support to site management and operations staff.
• Maintain organized filing systems for customer records, orders, and operational documentation.
• Scan, process, and distribute incoming mail and documentation as required.
• Answer and direct incoming phone calls and general inquiries.
• Maintain accurate records and support general office coordination activities.

Customer Support & Communication

• Communicate with customers regarding order status, inquiries, and general information.
• Prepare and type customer quotes, ensuring documentation is saved and distributed appropriately.
• Conduct follow-ups with customers regarding submitted quotes or order details.
• Maintain professional and responsive communication with customers and internal teams.

Order Administration & Documentation

• Enter and process customer orders accurately within company systems.
• Compile and organize order documentation to support production and invoicing processes.
• Support preparation and administration of documentation related to customer orders and production requirements.

Site HR and Health & Safety Administrative Support

• Provide administrative support for site-level HR activities, including coordinating new hire onboarding documentation and employment paperwork.
• Assist with site-level Health & Safety onboarding and maintain related training and documentation records.
• Support Health & Safety initiatives by assisting with inspections, safety incident reporting and documentation, and Joint Health & Safety Committee (JHSC) meeting coordination.

Knowledge & Skills Required

Education

• Secondary school (high school) diploma required.
• Post-secondary education in Business Administration, Office Administration, or a related field considered an asset, although not required.

Experience

• Prior experience in an administrative, office support, or customer service role preferred.
• Experience in a manufacturing, industrial, or operations environment considered an asset.
• Experience supporting order processing or administrative coordination considered beneficial.

Technical Proficiency

• Microsoft Office (Word, Excel, Outlook)
• General office systems and document management
• Ability to learn internal systems used for order entry and documentation

Core Competencies

• Administrative Coordination
• Customer Service & Communication
• Order Processing & Documentation
• Organization & Record Management
• Attention to Detail
• Health & Safety Awareness

Our Core Values

• Entrepreneurial organization committed to continuous improvement.
• We do what we say.
• Inspiring personal and professional