Marine Canada Administrative Assistant

Key Responsibilities

1. Administrative Support

• Perform general clerical and administrative tasks
• Assist with the coordination of meetings and events
• Support the office with the purchase requisition process
• Provide administrative support to various departments as needed

2. Non‑Productive Purchase Requisitions

• Manage and coordinate non‑productive product purchase requisitions
• Handle incoming calls, emails, and general inquiries, redirecting them to the appropriate parties

3. Customer Offer Preparation and Management

• Utilize standard templates to draft and customize formal customer offers
• Ensure accuracy, completeness, and timely distribution of offer documentation
• Collaborate with the Business Development team to upload and manage offers within internal systems

4. Customer Records Management

• Maintain accurate and up‑to‑date customer records
• Respond to customer inquiries related to account information and updates
• Coordinate with internal departments to ensure customer data is updated as needed

5. Contract and Customer Order Processing

• Manage and maintain contracts, ensuring accuracy and completeness
• Receive, review, and process customer orders accurately
• Coordinate with relevant departments to ensure timely order fulfillment
• Provide customers with updates on order status

6. Invoicing

• Generate and issue customer invoices based on sales orders or service agreements, ensuring accuracy
• Address invoice‑related inquiries and resolve discrepancies

7. Timesheet Management

• Remind and ensure technical staff submit accurate and timely timesheets for each project

8. Customer Communication

• Communicate with customers regarding products, services, and order status
• Respond to customer inquiries and resolve issues promptly and professionally
• Distribute communications related to invoices, payment reminders, and other relevant updates