Administrative Assistant

Administrative Assistant
Company:  Northern Transformer Corporation

Location:

Vaughan and/or Innisfil, ON

Job Type:  Full-Time, Permanent

Work Hours:

8:30AM – 5:00PM

Department:  Administration/Finance

Salary:  $45,000 - $50,000 (based on experience)

About Northern Transformer
Northern Transformer Corporation is a Canadian-owned, fast-growing manufacturer of power transformers and mobile substations. Our team delivers high-quality products through superior engineering, skilled manufacturing, and a strong commitment to safety, quality, and customer satisfaction.

As our organization continues to grow, we are seeking an organized, professional, and service-oriented Administrative Assistant to support the day-to-day administrative needs of our organization.

Position Summary
The Administrative Assistant provides front-office and general administrative support to ensure the efficient operation of Northern Transformer’s workplace. This role serves as a first point of contact for visitors and incoming calls while supporting office administration, shipping documentation, freight coordination, corporate events, marketing activities, and managers as required.

The successful candidate will be organized, professional, proactive, and comfortable managing a variety of responsibilities in a fast-paced manufacturing environment.

Key Responsibilities
Reception & Office Administration

Answer incoming calls promptly and direct them to the appropriate individual or department

Greet visitors and connect them with the appropriate employee or department

Maintain visitor security procedures, including monitoring the visitor logbook and issuing visitor badges

Pick up, sort, and distribute incoming mail

Perform general administrative duties including filing, copying, scanning, printing, and binding

Provide administrative support to managers and departments as required

Shipping & Operational Support

Print and prepare manuals and drawings required when transformer units are shipped

Arrange and coordinate freight pickups

Support preparation and organization of shipping-related documentation

Coordinate with internal departments and external freight providers as required

Office Supplies & Workplace Support

Monitor office supply inventory and coordinate replenishment as required

Order coffee and maintain appropriate workplace supplies

Help ensure shared office and reception areas remain organized and appropriately stocked

Assist with other day-to-day office requirements as needed

Corporate Events & Marketing Support

Assist with planning and organizing corporate events, employee activities, meetings, and customer visits

Coordinate meals, beverages, and other hospitality requirements for clients, visitors, and company events

Assist with marketing activities and preparation of marketing materials

Use available technology and digital tools to support company communications and marketing initiatives

Qualifications & Skills
Education & Experience

High school diploma required; post‑secondary education in Business Administration, Office Administration, or a related field considered an asset

Minimum 2 years of relevant administrative, reception, or office support experience

Experience with in a manufacturing or industrial environment considered an asset

Experience coordinating freight, shipping documentation, or logistics activities considered an asset

Technical Skills

Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams

Strong general computer and administrative technology skills

Ability to prepare, organize, scan, print, and maintain business documentation

Familiarity with digital marketing and communication tools considered an asset

Personal Attributes

Excellent written and verbal communication skills

Professional, friendly, and customer-service focused

Strong organizational and time-management abilities

High degree of accuracy and attention to detail

Proactive, resourceful, and willing to take initiative

Able to manage multiple priorities in a fast-paced environment

Comfortable interacting with employees, customers, visitors, suppliers, and external service providers

Able to work effectively with a culturally diverse team

Working Conditions

Office-based environment within a manufacturing facility

Regular interaction with employees, managers, visitors, customers, suppliers, and freight providers

Frequent computer, telephone, printing, scanning, and administrative work

Occasional manufacturing floor exposure may be required

Some lifting and handling of office…