Overview

We are seeking an organized and proactive individual to join our team as an  Administrative Coordinator. In this key role, you will assist with the daily administrative operations of the office, providing crucial support to our Sales Administration team. You will be responsible for managing communication between our team, clients, and vendors, and assisting with internal processes related to product ordering, assembly, and order tracking.

You will receive comprehensive training on JobBoss2, our ERP system, and gain a deep understanding of our product database, customer relations, vendor management, and production processes. As part of the role, you will also learn the sales administration duties currently handled by a team member transitioning into an Inside Sales position. This is an exciting opportunity to gain hands-on experience and contribute to the seamless operations of our business.

Location: Head Office – Mississauga.

Compensation and Benefits: Rosenberg Fans Canada Ltd. offers competitive compensation package, including an annual gross salary based on 52 weeks/year, and starting of $62,400 (depends on qualification), competitive matching retirement saving program, 10 days of vacation per year plus all Canadian and Ontario statuary holidays, generous Christmas and New Year break, comprehensive health benefits, and opportunities for professional growth with an industry leader in manufacturing within innovative and excellent work environment.

Employment Type: Full-time 32 hours/week – evenings and weekends may be required.

Placement date: Immediately.

The  Administrative Coordinator is an individual with strong organizational and communication skills, willing to learn sales software and ERP systems, and has ability to work collaboratively with various teams to support the efficient operation of the business.

Main duties include:

• Direct phone calls, emails, and digital queries, providing prompt responses and exceptional customer service.
• Manage and coordinate calendars for senior staff, schedule and confirm appointments and meetings, ensuring efficiency.
• Arrange travel schedules and make reservations for senior staff as needed.
• Record, prepare, and distribute meeting minutes for internal and external meetings.
• Draft, edit, and proofread a variety of documents, including letters, reports, invoices, presentations, brochures, publications, and other materials.
• Input, update, and maintain office records, databases, and spreadsheets containing financial and operational data.
• Review incoming emails and other materials, distributing them to the appropriate departments or teams.
• Process customer orders by creating and managing sales orders in the ERP system (JobBoss2).
• Ensure accurate and timely processing of purchase orders (POs) with vendors for products and components.
• Assist in processing production orders, working closely with the production manager to ensure assembly timelines are met.
• Support the Sales Administration team by maintaining a comprehensive understanding of our product database, customers, and vendors.
• Develop a thorough knowledge of the products we buy, resell, and assemble, including understanding the Bill of Materials (BOMs) for assembled products.
• Learn and become proficient in sales software and our ERP system (JobBoss2) for managing sales orders, purchase orders, and production orders.
• Assist in sourcing new components for products, evaluating them based on cost, quality, and lead time to ensure the best value for the company.
• Maintain an in-depth understanding of the company’s products and services to ensure accurate and effective communication with clients, vendors, and internal teams.
• File and organize important documents, such as reports, meeting minutes, emails, and letters, ensuring easy access and proper recordkeeping.

QUALIFICATIONS AND SKILLS REQUIRED:

• BA/BS in Business Administration, Sales, Marketing, supply chain or equivalent experience
• Minimum of 2 years of experience in HVAC sales, administration, customer service and ERP systems
• Strong organizational and multitasking abilities to handle multiple tasks effectively while maintaining attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook), and familiarity with office software or cloud-based collaboration tools.
• Excellent verbal and written communication skills, with the ability to interact professionally with internal teams, clients, and vendors.
• Ability to learn new systems and software quickly, particularly JobBoss2, with a desire to master relevant tools.
• Problem-solving skills and the ability to think critically in fast-paced or evolving situations.
• Time management and prioritization skills to balance tasks and meet deadlines.
• Proactive and adaptable mindset, with a strong willingness to take on new challenges and responsibilities

Apply by submitting a cover letter and resume to hkanafani@rosenbergcanada.com . Please indicate the position applying for in the subject line of your email. While we encourage all interested candidates to apply for consideration, only those selected for an interview will be contacted.

Accessibility accommodations and materials in alternate formats for individuals with disabilities can be arranged upon request. For more information about us, please visit: rosenbergcanada.com