Reporting to : Office Manager
Location : Kings Wood Products Inc. – Paris, ON
Working Schedule : Mon-Fri (onsite) 7:30am to 4pm
Reporting to the Office Manager, the Office Administrator supports the day-to-day administrative tasks of the facility by providing general office coordination, customer communication, and order administration support. This role plays an important support function in ensuring documentation, customer correspondence, and administrative processes are handled accurately and efficiently.
Working closely with the site management team and collaborating with internal Weston Forest stakeholders where required, the Office Administrator assists with preparing customer documentation, processing orders, supporting operational administration, and maintaining organized office records. The ideal candidate is organized, detail-oriented, and comfortable supporting a variety of administrative tasks in a fast-paced manufacturing environment.
DUTIES & RESPONSIBILITIES
Administrative & Office Support
Provide day-to-day administrative support to site management and operations staff.
Maintain organized filing systems for customer records, orders, and operational documentation.
Scan, process, and distribute incoming mail and documentation as required.
Answer and direct incoming phone calls and general inquiries.
Maintain accurate records and support general office coordination activities.
Customer Support & Communication
Communicate with customers regarding order status, inquiries, and general information.
Prepare and type customer quotes, ensuring documentation is saved and distributed appropriately.
Conduct follow-ups with customers regarding submitted quotes or order details.
Maintain professional and responsive communication with customers and internal teams.
Order Administration & Documentation
Enter and process customer orders accurately within company systems.
Compile and organize order documentation to support production and invoicing processes.
Support preparation and administration of documentation related to customer orders and production requirements.
Site HR and Health & Safety Administrative Support
Provide administrative support for site-level HR activities, including coordinating new hire onboarding documentation and employment paperwork.
Assist with site-level Health & Safety onboarding and maintain related training and documentation records.
Support Health & Safety initiatives by assisting with inspections, safety incident reporting and documentation, and Joint Health & Safety Committee (JHSC) meeting coordination.
KNOWLEDGE & SKILLS REQUIRED
Education
Secondary school (high school) diploma required.
Post-secondary education in Business Administration, Office Administration, or a related field considered an asset, although not required.
Experience
Prior experience in an administrative, office support, or customer service role preferred.
Experience in a manufacturing, industrial, or operations environment considered an asset.
Experience supporting order processing or administrative coordination considered beneficial.
Technical Proficiency
Microsoft Office (Word, Excel, Outlook)
General office systems and document management
Ability to learn internal systems used for order entry and documentation
CORE COMPETENCIES
Administrative Coordination
Customer Service & Communication
Order Processing & Documentation
Organization & Record Management
Attention to Detail
Team Collaboration
Health & Safety Awareness
Our Core Values:
Entrepreneurial organization committed to continuous improvement.
We do what we say.
Inspiring personal and professional growth
Your success is our success.
More than just a place to work.
Results matter, but people matter more.
At Weston Forest Products Inc. and Kings Wood Products Inc., our culture is built on personal growth, integrity, and partnership. We live by our brand promise:
“You’ll love doing business with us.”
Application Process & Accessibility
Kings Wood Products Inc. and Weston Forest Products Inc. are proud to be equal opportunity employers. We are committed to an inclusive, barrier-free recruitment process and work environment. Please advise Human Resources of any accommodations required; all accommodation-related information will be kept confidential.
Artificial Intelligence is not used in the screening or selection of candidates for this role.
Applicants who are interviewed will be notified of the hiring decision within 45 days of the final interview, in accordance with the Employment Standards Act (Ontario).
We thank all applicants for their interest. In accordance with Employment Standards Act (ESA) requirements, candidates selected to move forward in the hiring process will be contacted.
