Operations Administrative Assistant

Position Summary

Canflex USA Inc. is seeking a dependable and detail-oriented Operations Administrative Assistant to support our growing team. This position plays a key role in the daily operation of the company by assisting with customer quotations, shipping coordination, procurement, filing, data entry, and general administrative support.

The ideal candidate is organized, enjoys working with people, has strong computer skills, and can manage multiple priorities while maintaining a high level of accuracy.

Primary Responsibilities

Sales Support

• Prepare customer quotations using CRM.
• Generate sales orders and invoices.
• Update customer, vendor, and product information.
• Assist the sales team with administrative tasks.
• Maintain accurate customer records and documentation.
• Respond to customer inquiries and route requests appropriately.

Shipping & Logistics

• Prepare packing slips and shipping documents.
• Schedule domestic and international shipments.
• Obtain freight quotations from carriers.
• Coordinate pickups with UPS, FedEx, and freight companies.
• Track shipments and communicate delivery updates to customers.
• Maintain shipping records and filing.

Procurement

• Create and process purchase orders.
• Coordinate with vendors regarding pricing, availability, and lead times.
• Follow up on outstanding vendor orders.
• Maintain vendor information and purchasing records.
• Assist with inventory purchasing activities.

Data Entry & Record Management

• Enter and maintain product information within Vtiger CRM.
• Update product dimensions, weights, and shipping information.
• Maintain customer, vendor, and product databases.
• Organize electronic files using Microsoft Teams, SharePoint, and OneDrive.
• Maintain accurate paper and electronic filing systems.

Administrative Support

• Answer incoming telephone calls and direct inquiries.
• Respond professionally to emails.
• Assist with employee onboarding paperwork.
• Maintain office supplies and general office organization.
• Support special projects and process improvement initiatives.
• Perform other administrative duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Excellent organizational and time management skills.
• Strong attention to detail.
• Professional written and verbal communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to work independently and as part of a team.

Preferred

• Experience with CRM or ERP software.
• Experience with shipping or logistics.
• Purchasing or procurement experience.
• Manufacturing or industrial office experience.
• Experience with Microsoft Teams, SharePoint, and OneDrive.

Software & Systems

The successful candidate will receive training on company systems, including:

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Teams
• SharePoint
• OneDrive
• Vtiger CRM
• EchoShip
• UPS and FedEx shipping systems

Skills & Abilities

The ideal candidate will demonstrate:

• Excellent organizational skills
• Strong attention to detail
• Customer service mindset
• Ability to prioritize multiple tasks
• Strong computer proficiency
• Professional communication skills
• Reliability and dependability
• Willingness to learn new systems and processes
• Positive attitude and team-oriented approach

Position Objective

The Administrative Assistant supports the Sales and Operations teams by ensuring customer information, purchasing activities, shipping documentation, and company records are maintained accurately and efficiently. This position helps improve workflow, supports excellent customer service, and contributes to the overall success of daily operations.