Administrative Assistant

About the Position:

Alumax Panel Inc. is seeking a reliable, organized, and detail-oriented Administrative Assistant to support the day-to-day administrative operations of our company. The successful candidate will provide administrative support to management and staff, coordinate office procedures, maintain records, and assist with internal and external communications.

Key Responsibilities:

• Coordinate and oversee administrative procedures and office services to support the efficient operation of the company.
• Establish work priorities, organize daily administrative activities, and ensure that established administrative procedures are followed.
• Prepare, coordinate, and maintain reports, records, correspondence, and other administrative documents, including compiling information and data for periodic and special reports.
• Schedule and confirm appointments, meetings, and other engagements for management and staff.
• Manage incoming and outgoing correspondence, including emails, letters, and other communications.
• Answer telephone calls, respond to inquiries, and provide information to clients, employees, and other contacts in a professional manner.
• Maintain organized filing systems, databases, and electronic and physical records.
• Perform data entry and ensure that company records and administrative information are accurate and up to date.
• Order office supplies and maintain appropriate inventory levels.
• Assist with the coordination of administrative activities and provide administrative support to management and other staff members.
• Assist with the preparation and formatting of documents, presentations, reports, and correspondence.
• Communicate with clients, suppliers, and other external contacts as required.
• Perform other related administrative duties to support the efficient operation of the company.
• Complete, prepare, and submit administrative forms, applications, and related documentation required by the company, including Ontario government, regulatory, and other organizational forms, ensuring that all information is accurate, complete, and submitted within required deadlines.
• Handle the company’s mailing and courier activities, including preparing and packaging documents, samples, and other items for shipment, addressing and labeling packages, arranging and processing outgoing mail and courier shipments, and handling related postal requirements and records.

Qualifications and Requirements:

• Completion of secondary school is required.
• Previous work experience in an administrative assistant, administrative support, or office administration position is required.
• Experience coordinating administrative procedures and providing administrative support to management and staff is required.
• Previous experience or familiarity with the construction industry, construction-related office procedures, and terminology is an asset.
• The successful candidate must be available to start immediately.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize and coordinate multiple administrative tasks.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and other standard office software.
• Ability to work independently and as part of a team.
• Professional, dependable, and positive attitude.

About Alumax Panel Inc.:

Alumax Panel has a rich history of experience in the construction industry and has been involved in the development of many commercial properties, both interior and exterior. We not only supply materials but also facilitate and develop custom fabrication based on our clients’ needs.

We provide full end-to-end services that include aluminum product supply, consultation and design, customization and fabrication, and product Installation.

We pride ourselves on being pioneers in the supply, design, fabrication, installation and implementation of modern designs using aluminum composite panels in custom-made homes.