Office Administration Manager - fraser valley, Fraser Valley

Our client, a well-established and growing engineering/manufacturing organization, is seeking an experienced and highly organized Office & Administration Manager to oversee and coordinate daily office operations, customer communication, order processing, and administrative functions across the business. This is not a traditional administrative role. The successful candidate will become a central point of coordination between customers, sales, production, shipping, and accounting, ensuring operations run smoothly, accurately, and efficiently. This opportunity is ideal for someone who thrives in a fast-paced environment, enjoys ownership and accountability, and takes pride in keeping operations organized and moving forward. Key Responsibilities Customer & Client Communication - Serve as the primary point of contact for incoming customer calls and emails - Respond to inquiries related to orders, timelines, and product information - Maintain professional, timely, and accurate communication with customers and vendors Order Management & Operational Coordination - Create and manage sales orders within the ERP/order management system - Coordinate closely with production and shipping teams to ensure timely fulfillment - Monitor order progress and proactively communicate updates - Prepare operational documentation including pick lists, job sheets, and shipping paperwork Accounting & Administrative Support - Prepare and issue customer invoices, including deposits and final billing - Process customer payments and assist with accounts receivable follow-ups - Match vendor invoices to packing slips and assist with reconciliations - Support cash flow tracking and accounting-related data entry Office Administration - Maintain organized digital and physical filing systems - Coordinate calendars, reporting, and internal documentation - Manage office supplies and overall office organization - Support general administrative functions across the organization Import/Export & Logistics Coordination - Coordinate shipping documentation and liaise with freight providers and customs brokers - Maintain records related to cross-border shipments, tariff classifications, and customs compliance - Assist with tracking duties, tariffs, and shipment discrepancies to support efficient international operations Cross-Department Coordination - Act as a liaison between Sales, Production, Shipping, and Accounting - Ensure smooth handoffs throughout the order lifecycle - Identify operational issues proactively and assist in resolving them efficiently Qualifications & Experience - 4+ years of experience in office administration, operations coordination, customer service, or related roles - Strong proficiency with Microsoft Excel, Outlook, and Word - Experience using ERP or order management systems preferred - Exposure to invoicing, accounting support, and accounts receivable processes - Experience with import/export coordination and customs documentation considered a robust asset - Excellent written and verbal English communication skills - Strong organizational skills with exceptional attention to detail The Ideal Candidate - Highly organized and capable of managing multiple priorities simultaneously - Proactive, dependable, and solutions-oriented - Comfortable working in a fast-paced, team-focused environment - Strong sense of ownership and accountability - Able to communicate effectively across departments and with external stakeholders Preferred Background - Experience within manufacturing, industrial, engineering, or technical environments - Familiarity with QuickBooks or similar accounting systems - Experience identifying process improvements and operational efficiencies - Knowledge of cross-border shipping and customs processes for industrial products is considered an asset Why This Opportunity? This role plays a critical part in the organization’s day-to-day success and directly impacts: - Customer satisfaction - Operational efficiency - Order accuracy and turnaround times - Cross-functional coordination across the business This is an opportunity to join a collaborative and growing organization where your contributions will have a meaningful impact on operations and overall business performance. Apply on Kit Job: kitjob.ca/job/2odhmg