Administrative Assistant

Job Description

Job Description

Reports To : Production Manager

Location : Etobicoke, Ontario

Job Summary :

We are seeking a detail-oriented and motivated Production Administrative Assistant to support daily operations within our automotive reconditioning facility. The ideal candidate is organized, proactive, and thrives in a fast-paced, team-driven environment. This position plays a key role in ensuring smooth communication, accurate documentation, and efficient workflow across the production floor and management team.Key Responsibilities

• Manage all incoming and outgoing mail and distribute to appropriate departments or personnel.
• Prepare and maintain vehicle safety and licensing documentation in compliance with Service Ontario and internal company standards.
• Assist with vehicle file preparation, ensuring all required documents (work orders, inspections, purchase orders, etc.) are accurate and complete before release.
• Perform a variety of administrative duties including data entry, filing, scanning, copying, and inventory monitoring for office and production supplies.
• Create and track purchase orders for sold units, verify vendor invoices, and ensure all billing is up to date.
• Support the Production Manager and management team by compiling and distributing daily, weekly, and monthly performance reports.
• Coordinate with technicians and service staff to update production schedules, work order progress, and delivery timelines.
• Provide excellent customer service to internal departments, vendors, and clients — acting as the professional and welcoming point of contact for the Production Department.
• Assist with cross-departmental support and backfill other administrative roles as required.
• Perform additional tasks and special projects as assigned by management.

Qualifications

Requirements

Compensation and Benefits