Administrative Assistant

Job Title: Shipping & Order Processing Administrative Assistant

Job Description

The Shipping & Order Processing Administrative Assistant accurately processes customer orders, prepares and maintains shipping documentation, and coordinates outbound shipments. This role works closely with customers, warehouse staff, and transportation providers to ensure timely and accurate delivery of goods while providing reliable administrative support to daily shipping and logistics operations.

Responsibilities

• Enter and process customer order numbers accurately in the system.
• Review and match packing slips and Bills of Lading (BOLs) to orders and shipments.
• Prepare, organize, and maintain all required shipping documentation.
• Coordinate outbound trailers with carriers and internal warehouse teams to ensure timely dispatch.
• Communicate with customers via email regarding order status, shipping details, and documentation.
• Ensure all shipping paperwork is complete, accurate, and properly filed for future reference.
• Provide administrative support to day-to-day shipping and logistics operations.
• Collaborate with warehouse staff to align inventory, racking, and order fulfillment activities.
• Use Excel to create graphs, enter data, export files, and filter information to support reporting and tracking.
• Work within an ERP system to manage order entry, shipping documentation, and logistics coordination.

Essential Skills

• 2+ years of experience in a warehousing environment.
• Solid understanding of how racking systems and inventory processes work.
• Experience with order entry and shipping documentation.
• Familiarity with packing slips, Bills of Lading (BOLs), and shipping processes.
• Strong proficiency in Excel, including creating graphs, performing data entry, exporting files, and filtering data.
• Experience working with a mid-size ERP system.
• Understanding of logistics coordination concepts, including the role of carriers.
• Strong coordination and teamwork skills.
• Strong attention to detail and organizational skills.
• Clear, professional written communication skills, especially via email.

Additional Skills & Qualifications

• Experience with the Infor M3 ERP system.
• Previous exposure to logistics or transportation coordination environments.
• Comfort working cross-functionally with warehouse, logistics, and customer service teams.

Work Environment

This is a full-time role with core hours of 8:00 . to 4:30 ., Monday through Friday. During the first 3 to 6 months, there may be additional work of approximately 1 to 2 hours per day, providing extended support as needed. The position operates in a warehousing and logistics environment, working closely with warehouse staff, carriers, and administrative teams. You will regularly use Excel and a mid-size ERP system, with potential exposure to Infor M3, to manage orders, shipping documentation, and logistics coordination. The environment is collaborative and detail-oriented, with a focus on accurate documentation, timely shipments, and effective communication across teams.

Job Type & Location

This is a Contract to Hire position based out of Calgary, AB.

Pay and Benefits

The pay range for this position is $22.00 - $24.00/hr.

Workplace Type

This is a fully onsite position in Calgary,AB.

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, l’acquisition de talents, les achats, la chaine d’approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l’industrie. 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 d’un grand nombre d’entreprises du classement Fortune 500. Nous sommes fiers d’avoir 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 l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à

Ordonnance sur l’égalité des chances de San Francisco: Conformément à l’Ordonnance sur l’égalité 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 l’intelligence artificielle (IA): Nous pouvons utiliser l’intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d’embauche, notamment la recherche, la présélection et l’évaluation des candidatures. L’IA 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 l’aide d’outils d’IA.

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 ., 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.