Work Order Clerk/Office Admin

Job Title: Work Order Clerk/Office Admin

Location: Vaughan, Ontario

Salary: $18.00/hr - $21.00/hr

Work Schedule: Day time (Monday to Friday)

Full-time, Temp to Permanent

Job Description:

We are looking for a highly motivated, organized and detail-oriented Production Control Work Order Clerk to manage front desk reception and provide administrative support to the Production Control and Logistics (PCL) Team. The PC Work Order Clerk is the first point of contact for Vendors, Subcontractors, Customers and

other visitors at our facility. The PC Work Order Clerk is responsible for the coordination of front-desk

activities, including greeting all visitors, instructing visitor sign in, answering/re-directing phone calls, receiving letter mail/parcels and distributing correspondence to the appropriate parties. In addition to receptionist duties, the PC Work Order Clerk will support the PCL Department through the generation of Production documentation (ie. Work Orders, Barcode Labels), filing system maintenance, work order reconciliation and essential production data entry tasks. Ultimately, the goal of the PC Work Order Clerk is to provide professional and efficient administrative support services under the guidance of the PCL Team Lead.

Key Responsibilities:

• Respectfully greet visitors by assigning them a visitors pass, connecting them with their point of

contact/host at our facility and ensuring they sign in/out of the building.

• Answer and re-direct phone calls to the appropriate extension, taking messages as required.

• Receive letter mail/parcels and distribute mail to the applicable parties.

• Unbox office supplies and store in Stationary Cabinet/Supply Shelf.

• Assist in Order Entry of Customer Purchase Orders as required.

• Generate Production documentation such as Work Orders and Barcode Labels.

• Reconcile production runs in Lot Tracking Database and input Material Utilization data. Notify PCL team of any Work Order discrepancies.

• Verify and reconcile automotive shipments as required.

• Close all completed Jobs in ERP system.

• Continuously audit active Job Card file and archive completed/closed Job Cards on a weekly basis,

maintaining an accurate filing system.

Job Scope:

Reception Duties

• Respectfully greet all visitors by assigning them a visitors pass and ensure they sign in and out of the building.

• Receive mail/packages and distribute to the appropriate parties.

Order Entry

• Support PC team on entering Customer orders into ERP system (Jobboss). All order input must be

approved and verified.

Work Order Creation

• Support the PC team by creating Work Orders and barcode labels as per scheduled production runs. All packages created are to be placed in the applicable production work centre slot and are to be available in advance for production.

Reconciliation and Utilization

• Verify all completed Work Orders by reconciling against the production run (i.e. Lot Tracking Sheet,

Production Shift Sheet). Reconcile reported production/inventory within the Part Program Workbook

and document material utilization in the applicable database.

• Notify all work order discrepancies to the PC team.

Document Management and Filing

• Active Job Card filing cabinet is too be audited, to ensure that only active orders are available.

• Match all packing slips to the corresponding job card and file. Ensure all completed orders are closed in

the ERP system.

Required Qualifications:

• Minimum 2 years work-related office administration experience, preferably in a manufacturing

environment.

• Sound background in business administrative practices.

• Excellent communication skills both written and verbal.

• Strong interpersonal skills required to build and maintain relationships.

• Effective use of problem-solving and decision-making skills

• Ability to deal with multiple tasks and changing priorities.

• Exhibits professionalism and a positive attitude.

• Keen attention to detail is required.

• Excellent computer skills: MS Office, Word, Excel, Google Sheets, ERP System software. Computer

literacy is key for this position.

Preferred Experience:

• Administrative: 2 years (required)

• Manufacturing: 2 years (preferred)

Additional Information:

• Location: Concord, ON. Candidates must be able to reliably commute or plan to relocate before starting work.

• Compensation: $18.00/hr- $20.00/hr with overtime pay available.

• Schedule: Monday to Friday (Weekends as needed)