Administrative Assistant

**Position:
Administrative Assistant**
**About the job**:
Join a fast-growing company that prides itself on developing sustainable Aquaculture Technology solutions around the world.
This is an exciting opportunity for an Administrative Assistant that is looking to be part of a team that creates technical solutions that improve sustainable marine farming operations for healthier ocean environments, better yields, and a reduced carbon footprint.
Reporting to the Operations Manager, the Administrative Assistant will be responsible for the administrative duties related to the operation of the production/manufacturing shop. The Administrative Assistant will purchase materials and will assist with production planning for Poseidon’s work orders and projects. The position will work with vendors, liaise with Engineering, Operations and Management regarding inventory, shipping and receiving. They will use their administrative skills to support production processes and workflows. This position is responsible for assisting in the monitoring of production schedules, inventory management and facilitating client deliveries. To be successful in this role, the individual must have excellent communication and interpersonal skills. They must have strong organizational, time management, analytical and problem-solving skills and be process driven.
**Responsibilities**:
- Generate requests for quotes and lead times with vendors.
- Create and issue purchase orders in compliance with Poseidon’s methods and processes.
- Track delivery schedules and follow-up with suppliers to expedite as required.
- Assist in sourcing alternative parts and vendors as needed.
- Monitor and purchase shop and first aid supplies as required.
- Forecast purchasing needs by creating reports from ERP system and analyzing the data.
- Monitor production schedules as required and communicate potential issues to the Operation Manager.
- Action purchase requests from Operations, Engineering and Management as required.
- Coordination with Shipping and Receiving team regarding deliveries and shipments.
- Participate in inventory counts.
- Process inventory transactions and resolve discrepancies in the ERP system.
- Prepare and present weekly reports on manufacturing orders, purchasing orders and customer orders to the Operations Manager.
- Create, maintain, and receive manufacturing work orders.
- Issue materials to the manufacturing shop floor.
- Coordinate and follow-up on sub-contracting work required for production to ensure delivery dates are met.
**Knowledge, Skills &
Abilities**:
- Excellent time management skills, with the ability to multi-task and prioritize.
- A detail-oriented individual with strong organizational skills
- Able to creatively problem-solve and trouble-shoot.
- Ability to analyze, interpret and evaluate information.
- Ability to create reports and synthesize information to assist Management with production decisions.
- Proactive and team-player attitude.
- Excellent communication and interpersonal skills. Must be able to communicate with both production staff and management.
- Experience with mechanical parts/industry knowledge is an asset.
- Knowledge of an ERP/Inventory Management System is an asset.
- Knowledge of Sage 300 an asset
- Knowledge of invoicing, basic accounting practices and terminology is an asset.
**Requirements**:
- Valid BC Drivers’ Licence required.
- 3+ years in an office administrative role preferred.
- Diploma or Degree in Business Administration (or equivalent) preferred.
- Experience in a purchasing/planning role an asset.
- Experience in inventory management an asset.
- Experience in a manufacturing or mechanical parts setting an asset.
**About Campbell River, British Columbia**
Campbell River is known as the Salmon Capital of the world in an incredible setting overlooking the Discovery Islands. It is the third largest city on Vancouver Island with city servicing the hub and surrounding community of over 60,000 people. Located mid-Vancouver Island;
about an 80-minute drive from Nanaimo or a 30-minute flight from Vancouver, it is a vibrant community with a growing population that is quickly becoming a family oriented outdoor playground. Activities abound with world class mountain biking, hiking, skiing, fishing, boating and active sports leagues/community associations. Campbell River has a vibrant and growing young professional community that is attracting urban dwellers who are looking for a better work life balance while growing their careers.
**About Poseidon Ocean Systems**:
Poseidon Ocean Systems is an engineering and product development company located in Campbell River, BC. We find, develop, and produce technical solutions primarily for the aquaculture industry. The company was founded in 2015 and demand for our products and services has far exceeded our business plans, and the company is planning to quickly scale up for international growth.
Currently the company provides a wide range