Overview

About the job

We are seeking an organized and proactive individual to join our team as an Administrative and Sales Assistant. 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 a competitive compensation package, including an annual gross salary based on 52 weeks/year, starting at $55,000-$62,400 (depending on qualification), a 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 Administration and Sales Assistant  is an individual with strong organizational and communication skills, willing to learn sales software and ERP systems, and has the ability to work collaboratively with various teams to support the efficient operation of the business.

Main duties include:

• Prepare, draft, edit, and proofread a variety of documents, including correspondence, invoices, reports, presentations, brochures, and other materials from dictation or handwritten copies
• Open, review, and distribute incoming regular and electronic mail and materials, ensuring efficient information flow within the organization and to external departments
• Manage and coordinate calendars, and schedule and confirm appointments and meetings for senior staff, ensuring effective time management
• Arrange travel schedules and make reservations as needed for senior staff
• Record, prepare, and distribute minutes for both internal and external meetings
• Maintain and organize manual and computerized filing systems, ensuring accurate recordkeeping of important documents such as reports, meeting minutes, emails, and letters
• Direct phone calls, emails, and digital inquiries, providing prompt responses and exceptional customer service
• Determine and establish office procedures, ensuring smooth daily operations
• Greet visitors, ascertain the nature of their business, and direct them to the appropriate person
• Process customer orders by creating and managing sales orders within the ERP system (JobBoss2)
• Ensure accurate and timely processing of purchase orders (POs) with vendors for products and components
• Support production order processing in collaboration with the production manager to ensure assembly timelines are met
• Assist the Sales Administration team by maintaining an up-to-date understanding of product databases, customers, and vendors
• Develop knowledge of company products, including resold, assembled, and purchased items, and understand the Bill of Materials (BOMs) for assembled products
• Learn and utilize sales software and ERP systems (JobBoss2) to manage sales orders, POs, and production orders
• Assist in sourcing new product components, and evaluating them based on cost, quality, and lead time to ensure optimal value for the company
• Maintain an in-depth understanding of company products and services to ensure clear, effective communication with clients, vendors, and internal teams
• Supervise and train office staff in procedures and software usage where necessary.
  Organize and coordinate conferences when required

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