Job Title: Office Administrator
Job Description
The Office Administrator supports daily plant and office operations by compiling and maintaining accurate production and compliance reports, coordinating administrative and procurement activities, and providing frontline support to employees and visitors. This role plays a key part in optimizing operational processes, supporting finance and HR-related tasks, and ensuring smooth day-to-day functioning in a busy, fully onsite environment.
Responsibilities:
- Compile, format, and verify the accuracy of daily, weekly, and monthly operational and production reports.
- Assist employees with ADP system access, time entry, and benefits enrollment questions and issues.
- Ensure all compliance reporting is completed accurately and on time for the Operating Compliance plan.
- Support the plant and operations leadership team in developing, planning, and coordinating operational activities.
- Optimize operational processes and procedures for maximum efficiency while maintaining quality standards.
- Manage site-level procurement by maintaining stock of office, PPE, and general supplies and placing orders as needed.
- Organize, file, and store information in both paper and digital formats to maintain orderly records.
- Support budgeting and bookkeeping procedures and provide administrative assistance to finance-related activities.
- Process site-level accounts payable and accounts receivable in coordination with the head office.
- Handle incoming queries by phone and email, providing professional and timely responses.
- Manage front desk sign-in and reception activities for employees, visitors, and contractors.
- Maintain accurate timekeeping records and take meeting minutes for operational and site-related meetings.
- Manage incoming mail and front door deliveries, ensuring items are logged and routed appropriately.
- Coordinate and manage travel and expense (T&E) site visits, including preparing office and conference rooms, arranging lunches, and providing support to visitors.
- Assist with receipt and credit card reconciliations to support accurate financial reporting.
- Perform daily production and other data entry tasks, ensuring data is complete, accurate, and up to date.
- Prepare and draft letters, certificates, and other business documents as required.
- Provide general administrative support and assist colleagues whenever necessary to ensure smooth operations.
Essential Skills:
- 3 years of experience in operations administration or a closely related administrative operations role.
- Strong customer service skills with the ability to handle phone and email inquiries professionally.
- Proficiency in Microsoft Office, including Excel, Word, and Outlook.
- Experience using Excel functions such as VLOOKUP and pivot tables.
- Data entry skills with a strong focus on accuracy and speed.
- Knowledge of logistics paperwork and related documentation processes.
- Experience with administrative support in areas such as human resources, operations, and finance.
- Ability to support basic accounting functions, including AP/AR processing and reconciliations.
- Comfort working with data analysis and data management software.
- Ability to work in a call center or high-volume communication environment when needed.
- Strong organizational and administrative skills.
- Excellent written and verbal communication skills.
- High attention to detail with strong analytical and problem-solving abilities.
- Ability to multitask and manage competing priorities in a fast-paced environment.
Additional Skills & Qualifications:
- Experience with D365 ERP or similar enterprise resource planning systems.
- Experience in a manufacturing or industrial environment.
- High school diploma or a degree in finance, business, or a related field.
- Experience supporting budgeting and bookkeeping procedures.
- Familiarity with operations in a production or plant setting.
- Ability to collaborate effectively within a small team and support colleagues across different functions.
Work Environment
This role is fully onsite in a manufacturing/industrial plant environment. The standard schedule runs Monday to Thursday from 6:00 AM to 4:30 PM, offering a four-day workweek. You will work closely with a trail team of approximately 15 employees, including plant leadership and hourly staff, in a dynamic, operationally focused setting. The environment is fast-paced and production-oriented, with regular interaction across operations, finance, and administrative functions. You will use standard office technologies such as Microsoft Office, Outlook, and data management tools, and you will be based in the plant office area while supporting activities across the facility. The culture emphasizes innovation, sustainability, efficiency, and collaboration within a growing operational footprint.
Job Type & LocationThis is a Contract position based out of Trail, BC.
Pay and BenefitsThe pay range for this position is $25.00 - $30.00/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Job Type & LocationThis is a Contract position based out of Trail, BC.
Workplace TypeThis is a fully onsite position in Trail,BC.
À propos d'Aston Carter
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, lacquisition de talents, les achats, la chaine dapprovisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de lindustrie. 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 dun grand nombre dentreprises du classement Fortune 500. Nous sommes fiers davoir 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 légalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de lâge, de la couleur, de la religion, des origines nationales, du statut dancien combattant, dun handicap, de lorientation sexuelle, de lidentité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.
Si vous souhaitez faire une demande daccommodement raisonnable, tel que la modification ou lajustement du processus de demande demploi ou dentrevue à cause dun handicap, veuillez envoyer un courriel à astoncarteraccommodation@astoncarter.com pour connaître dautres options daccommodement.
Ordonnance sur légalité des chances de San Francisco:
Conformément à lOrdonnance sur légalité 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 lintelligence artificielle (IA):
Nous pouvons utiliser lintelligence artificielle (IA) pour soutenir certaines étapes de notre processus dembauche, notamment la recherche, la présélection et lévaluation des candidatures. LIA 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 laide doutils dIA.
About Aston Carter
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 astoncarteraccommodation@astoncarter.com 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.
