Job Description

About the Role: Position Administrative Assistant


Airmax Technologies is a HVAC manufacturing company, seeking a dependable and detail-oriented Administrative Assistant to support our office. This role is essential in ensuring smooth daily operations, accurate order processing, and effective communication between departments, vendors, and customers. The ideal candidate is organized, detail oriented and can work in a fast-paced production environment.


Key Responsibilities

Enter customer sales orders accurately, verify pricing and product information, and ensure proper documentation for production and shipping. Coordinate with production, warehouse, and shipping teams to track order status, update schedules, and support workflow. Issue vendor purchase orders for materials and supplies, verify vendor invoices, match invoices to POs/packing slips, and post invoices into the accounting system. Generate and update customer invoices, record payments, maintain AR logs, and support follow-up on outstanding accounts. Perform data entry, maintain accurate electronic and paper filing systems, update spreadsheets and tracking logs, and prepare documents such as letters, reports, packing slips, and internal forms. Manage incoming calls, emails, and general inquiries; communicate professionally with customers, vendors, and internal teams. Provide administrative support to management and sales, including scheduling, preparing meeting materials, and assisting with follow-up tasks. Maintain office supplies, forms, and general administrative resources; support day-to-day office organization. Support Accounts Payable tasks including invoice processing, vendor account tracking, preparing payment batches, and maintaining AP records. Sort and distribute incoming mail; prepare outgoing mail, courier shipments, and documentation.

Qualifications

2+ years of administrative or accounting support experience (manufacturing setting is an asset). Post secondary education in a related field. Experience with order entry, invoicing, AR/AP, and issuing vendor purchase orders. Proficiency in Microsoft Word, Excel, Outlook; ERP/accounting software experience is an asset. Strong attention to detail, accuracy, and time-management skills. Excellent written and verbal communication abilities. Professional, reliable, and highly organized.

Benefits

Competitive pay Health & dental benefits Paid vacation and paid sick days


Airmax Technologies is an equal opportunity employer committed to workplace diversity and inclusion. All qualified candidates applying for this position must be legally eligible to work in Canada.