Reports To: Production Manager
Location: Etobicoke, OntarioJob Summary:We are seeking a detail-oriented and motivated Production Administrative Assistant to support daily operations within our automotive reconditioning facility. The ideal candidate is organized, proactive, and thrives in a fast-paced, team-driven environment. This position plays a key role in ensuring smooth communication, accurate documentation, and efficient workflow across the production floor and management team.Key Responsibilities
- Manage all incoming and outgoing mail and distribute to appropriate departments or personnel.
- Prepare and maintain vehicle safety and licensing documentation in compliance with Service Ontario and internal company standards.
- Assist with vehicle file preparation, ensuring all required documents (work orders, inspections, purchase orders, etc.) are accurate and complete before release.
- Perform a variety of administrative duties including data entry, filing, scanning, copying, and inventory monitoring for office and production supplies.
- Create and track purchase orders for sold units, verify vendor invoices, and ensure all billing is up to date.
- Support the Production Manager and management team by compiling and distributing daily, weekly, and monthly performance reports.
- Coordinate with technicians and service staff to update production schedules, work order progress, and delivery timelines.
- Provide excellent customer service to internal departments, vendors, and clients — acting as the professional and welcoming point of contact for the Production Department.
- Assist with cross-departmental support and backfill other administrative roles as required.
- Perform additional tasks and special projects as assigned by management.
Qualifications
- Prior experience in an automotive or manufacturing environment preferred.
- Strong communication, data entry, and organizational skills with keen attention to detail.
- Proficient with Microsoft Office Suite (Excel, Word, Outlook); experience with inventory or production management software is an asset.
- Demonstrated commitment to customer service excellence and teamwork.
- Ability to multitask and adapt to shifting priorities in a fast-paced setting.
- Willingness to learn various roles and support multiple departments as needed.
- Flexibility to work overtime or alternate shifts when required.
- Previous experience in reception, administration, or dealership operations is an asset.
Requirements
- Clear criminal background check.
- Legally authorized to work in Canada.
- Must be able to commute to Etobicoke, Ontario.
Compensation and Benefits
- Competitive hourly wage.
- Overtime opportunities.
- Growth and advancement opportunities within the Production and Automotive Operations departments.
