Administrative Assistant

Job Title: Administrative Assistant

Job Description

The Administrative Assistant provides vital clerical and administrative support to a small, close-knit team by managing phone calls, organizing electronic and paper records, processing invoices, and maintaining accurate data entry. This role requires strong attention to detail, proficiency with Microsoft Office, and the ability to work independently in a dynamic office and warehouse environment. The position starts as a 3‑month contract with the possibility of extension and potential for permanent employment, though this cannot be guaranteed.

Responsibilities

• Answer and transfer incoming phone calls in a professional and courteous manner.
• Perform electronic and paper filing, including creating and labeling file folders accurately.
• Email invoices to customers and ensure all related documentation is complete and properly organized.
• File sales invoices and related details electronically in an organized and accessible manner.
• Print supplier invoices from incoming emails and supplier websites as required.
• Prepare supplier invoices for data entry, ensuring proper backup documentation is attached and invoices are sorted in numerical order.
• Enter supplier invoices into the system accurately and in a timely manner.
• Archive prior year sales and purchase records in accordance with company procedures.
• Assist with general administrative support tasks such as scanning, clerical work, and document management.
• Perform other related duties as needed to support the team and overall operations.

Essential Skills

• 1–2 years of administrative experience in an office or similar environment.
• Proficiency with Microsoft Office Suite, including Outlook and basic Excel navigation.
• Strong data entry skills with high accuracy and attention to detail.
• Experience with administrative support functions such as filing, scanning, and clerical tasks.
• Ability to organize and maintain both electronic and paper filing systems.
• Capability to work independently with minimal supervision.
• Effective communication skills for handling phone calls and email correspondence.
• Basic knowledge of Microsoft Excel for navigating spreadsheets and handling simple tasks.

Additional Skills & Qualifications

• Experience in administrative assistance within a small team or small company environment.
• Familiarity with handling customer invoices and supplier invoices.
• Comfort working with both office and warehouse documentation and processes.
• Strong organizational and time management skills to handle multiple tasks and deadlines.
• Ability to adapt to changing priorities and perform a variety of administrative duties as needed.

Work Environment

This role is based in an office and warehouse setting located in Inglewood within an older building. You will work onsite five days a week as part of a small team of approximately three people, in a company of fewer than ten employees. The environment is collaborative and hands-on, with close interaction among team members and exposure to both office and warehouse operations. The position is offered as a 4‑month contract with the opportunity for extension and potential transition to a permanent role, though permanence is not guaranteed.

Job Type & Location

This is a Contract position based out of Inglewood, ON.

Pay and Benefits

The pay range for this position is $19.00 - $19.00/hr.

Workplace Type

This is a fully onsite position in Inglewood,ON.

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.