Office Administrative Assistant

*Temporary Office Administrative Assistant (3-Month Contract)*

*Position Type:* Temporary Full-Time (3 Months)
*Location:* Toronto, ON
*Reports To:* Office Manager / Sales Manager

Position Summary

Dimachem Inc. is seeking a detail-oriented and organized *Office Administrative Assistant* to provide temporary administrative support to our Toronto office. This role is responsible for processing customer orders, coordinating shipments, preparing invoices and shipping documents, maintaining records, and supporting the sales, warehouse, and accounting teams. The successful candidate will thrive in a fast-paced environment, possess strong organizational skills, and demonstrate excellent customer service.

*Key Responsibilities*

Sales Order Processing

* Enter and process customer purchase orders using Sage ERP.
* Verify purchase order information, customer details, pricing, shipping addresses, and delivery dates.
* Generate sales orders, order confirmations, packing slips, and bills of lading.
* Apply freight charges, drum deposits, and payment terms according to company policies.
* Create and manage back orders when inventory is unavailable.

Shipping & Logistics

* Coordinate shipments with warehouse personnel and carriers.
* Prepare shipping documentation including: Bills of Lading, Packing Slips, Shipping Labels, Customs Documentation
* Schedule freight and courier pickups (Purolator, Apex, Ryder, and other carriers).
* Coordinate domestic and international shipments, including USMCA/CUSMA documentation for U.S. and Mexico exports.
* Communicate shipment information with customers and internal departments.

Invoicing & Billing

* Validate shipments in Sage prior to invoicing.
* Generate customer invoices and ensure freight charges, merchant fees, and taxes are accurately applied.
* Email invoices to customers and maintain electronic and physical filing systems.
* Upload invoices to customer portals (e.g., Ariba/SAP, Xeeva) when required.
* Identify invoice discrepancies and communicate issues to the appropriate team members.

Administrative Support

* Scan, file, and distribute documents to Accounts Payable and other departments.
* Maintain customer files and documentation.
* Process supplier receipts and remittance notices.
* Assist with new customer account setup by gathering required information.
* Respond to general customer inquiries and direct product-related questions to Sales Representatives.

Customer Service

* Provide professional service to customers by phone and email.
* Communicate order confirmations, shipment updates, and invoice information.
* Notify customers when purchase orders require revisions (e.g., incorrect company name).
* Coordinate with internal departments to ensure timely order fulfillment.

*Qualifications*

* Previous experience in an administrative, customer service, order entry, or office support role.
* Experience with ERP software (Sage experience considered an asset).
* Excellent attention to detail and accuracy.
* Strong organizational and time management skills.
* Ability to prioritize multiple tasks in a fast-paced environment.
* Excellent verbal and written communication skills.
* Professional and customer-focused attitude.

*Preferred Qualifications*

* Experience with shipping and logistics documentation.
* Experience with invoicing and billing processes.
* Manufacturing or distribution industry experience.
* Familiarity with customer portals such as SAP Ariba or Xeeva is considered an asset.

*Key Competencies*

* Attention to Detail
* Organization and Time Management
* Problem Solving
* Customer Service
* Communication
* Teamwork
* Adaptability
* Accuracy
* Confidentiality

*Working Conditions*

* Full-time, temporary 3-month contract.
* Office-based position.
* Frequent computer use.
* Regular interaction with customers, warehouse staff, sales representatives, and accounting personnel.
* Ability to manage multiple priorities while meeting daily deadlines.

This position provides e