Office Administrator

Job Description

Job Description

About Galaxy Plastics Ltd.

Founded in 1990, Galaxy Plastics began by supplying fabricated fittings to the hydro and telecommunications sectors. Today, we are a recognized leader in manufacturing fabricated PVC fittings for the water and wastewater industry. Our continued growth is driven by innovation, quality, and a passionate team committed to excellence. 

Position Summary:

The Office Administrator is responsible for supporting the day-to-day operations of the organization through a combination of office administration duties, accounting support, and customer service support. This role requires a highly organized, detail-oriented individual who can effectively manage multiple priorities while providing excellent service to both customers and internal stakeholders.

Time Allocation:

• 60% Office Administration.
• 20% Accounts Receivable.
• 20% Customer Service Representative.

Key Responsibilities:

Office Administration: (60%)

• Manage front desk and reception duties, including answering and directing telephone calls.
• Data entry into the ERP or other platforms.
• Coordinate office supplies, equipment, and vendor services.
• Prepare correspondence, reports, forms, and other business documents.
• Maintain filing systems, records, and office databases.
• Schedule meetings, appointments, and conference room bookings.
• Assist with onboarding documentation and employee administrative needs.
• Coordinate incoming and outgoing mail and courier services.
• Support management with administrative projects and reporting.
• Maintain office organization, efficiency, and professional appearance.
• Assist with health and safety documentation and compliance records.
• Support various departmental administrative requirements as needed.
• Other duties as assigned.

Accounts Receivable: (20%)

• Generate and distribute customer invoices accurately and in a timely manner.
• Monitor accounts receivable aging and follow up on outstanding balances.
• Process customer payments, credit card transactions, and account adjustments.
• Reconcile customer accounts and investigate discrepancies.
• Maintain accurate records and supporting documentation.
• Assist with month-end reporting and co ordinate with head office.
• Communicate professionally with customers regarding billing and payment inquiries.
• Support the finance team with administrative accounting tasks as required.

Customer Service: (20%)

• Serve as the primary point of contact for customer inquiries via phone, email, and in person.
• Respond to customer requests promptly and professionally.
• Process customer orders, service requests, and inquiries.
• Resolve customer concerns and escalate issues when necessary.
• Maintain customer records and ensure information is current and accurate.
• Coordinate with internal departments to ensure timely customer support.
• Build and maintain positive customer relationships.

• Maintain office organization, efficiency, and professional appearance.
• Assist with health and safety documentation and compliance records.
• Support various departmental administrative requirements as needed.

Qualifications:

Education:

• Bachelor’s degree in Business Administration or Accounting, Finance, or a related field preferred.
• Equivalent combination of education and experience will be considered.

Experience:

• 2-3 years of experience in office administration, customer service.
• Accounting experience is preferred but not required.
• Previous experience working in the manufacturing sector an asset.
• Experience working in a fast-paced office environment.

Skills & Competencies:

• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Customer-focused with strong problem-solving skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel).
• Experience with accounting and ERP systems is an asset.
• High level of accuracy and attention to detail.
• Ability to handle confidential information professionally.
• Able to prioritize tasks and manage multiple responsibilities effectively.
• Strong interpersonal skills and ability to work collaboratively with all levels of the organization.

Shift:

• Monday to Friday, 7am to 3:30pm.

We are committed to inclusive, barrier-free recruitment and selection processes. Accommodations are available upon request for candidates taking part in all aspects of the selection process. Please contact View email address on us.fitly.work to submit your request.

To ensure all applications are assessed consistently, only applications submitted through the career website will be considered.

We thank all applicants for their interest in Galaxy Plastics Ltd; however, only those selected for an interview will be contacted. All applicants will be notified once the position has been filled.