Our client is seeking a detail-oriented Administrative Assistant to support their Sales and Rentals team. Reporting directly to the Vice-President of Operations, this individual will play a key role in managing administrative tasks and ensuring the smooth day-to-day operations of the business.

This is a full-time, on-site position based in Richmond Hill, ON.

What You’ll Do:

• Generate sales quotes, sales orders, and purchase orders.
• Prepare and manage rental agreements, while coordinate incoming rental requests.
• Serve as the first point of contact for customers — answering incoming calls, voicemails, emails, and greeting visitors at reception.
• Oversee office communications, including:
• Sorting and distributing mail
  
• Logging, copying, and forwarding cheques to the accounting team
• Processing invoices 
• Provide comprehensive administrative support across departments to ensure smooth daily operations.
• Support the coordination of trade shows by booking booth space, arranging materials, and organizing travel and accommodations.
• Enter and maintain employee expenses, orders, and related data in spreadsheets and accounting systems.
• Verify invoice accuracy before forwarding to the accounting department for processing.
• Confirm deliveries, follow up on invoices, and communicate with supplier as needed.
• Record cheques received by mail into tracking spreadsheets or accounting system.
  
• Assist with employee record keeping, including tracking vacation time and absences, and related HR documentation.
• Order and maintain office supplies (e.g., stationery, cleaning supplies, paper products)

What You’ll Need:

• College diploma in administration, marketing, or equivalent work experience in a related field.
• Excellent customer service and communication skills (both written and verbal).
• Strong organizational and multitasking abilities, with proven success in prioritizing tasks under tight deadlines.
  
• High attention to detail and accuracy when working with spreadsheets and data entry.
• Ability to collaborate effectively across departments to support both administrative and accounting functions.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with older versions of Excel is considered an asset.
• Working knowledge of accounting principles and hands-on experience with accounting software such as Sage Business Vision, Accpac, QuickBooks, or similar platforms.
• Bilingualism (English/French) is considered a strong asset.

We’re an equal opportunity employer committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.