Administrative Assistant (Materials Dept.)

HAYDEN Diamond Bit Industries Ltd. specializes in the design, manufacture and distribution of diamond coring bits and other diamond products for the world’s mining and exploration industry.

We are seeking an Administrative Assistant in our Materials department. This is a maternity coverage position.

Objectives:

The Administrative Assistant performs Work Orders Processing, purchasing and related operations to ensure availability of materials and goods, good document controls, for good support to sales and production and achieve cost efficiency.

Responsibilities:

1. Main duties:
1. Create Work Orders based on the Order Confirmation from Sales.
2. Follow all applicable company policies, practices and procedures, as well as perform other duties/assignments and instructions from immediate supervisor.
3. Update Work Orders based on production changes.
4. Close and transfer Work Orders in Misys.
5. Work Orders Filing.
6. Provide support to the Materials Management and Purchasing Manager when needed.
7. Receive supplies, Reaming Shell and wireline parts and cross check it with the packing slip before entering in Misys.
8. Enter diamond consignment receipts in Misys on the 15th and end of the month based on the reports from Sales and packing slip from Supplier.
9. Perform other duties assigned by Manager.
10. Update Work Orders based on the changes from Eric (if Normita is away).
2. Quality - ensures quality standards are met:
1. All materials and goods purchased must have the required /appropriate quality certification documents.
2. All materials and goods purchased meet company quality standards.
3. All purchasing is performed in accordance with company SOP.
4. All related documents are properly handled and filed.
3. Purchasing operations:
1. Review purchase requisitions for special parts/supplies for the shop before ordering.
2. Prepare and send RFQ.
3. Process purchase orders from purchasing requisitions with proper approvals.
4. Develop and maintain strong working relationships with the vendors and suppliers.
5. Generate and review inventory reports for Supplies and Raw Materials for accuracy and timing submission as per request.
6. Monitor inventory levels, minimum and maximum quantities in inventory system for buy triggers.
7. Expedite and follow up with suppliers for delivery schedules.
8. Communicate with the freight forwarders and monitor incoming shipment (especially from China).
9. Arrange pick up from Freight forwarders by Hayden Drivers and/or arrange delivery for articles more than 700kg gross weight.
10. Prepare and maintain purchasing files, reports and price lists.
11. Generate steel purchase orders online, receive items in Mysis, compile related documents and forward to Accounts Payable.

Requirements:

1. High school mathematics skills and English language skills required.
2. Knowledge of purchasing and inventory computer systems and able to perform computer-based operations.
3. Previous knowledge/experience or education on purchasing and/or inventory operations is an asset.
4. Being self-driven and having a meticulous mindset is an asset. Attention to details.
5. Able to act and function independently and maintain full integrity whilst also interacting effectively with others.

Interested? Submit your resume today!

Salary: TBD
Office hours: 8 AM to 5 PM
Start date: ASAP
Benefits: Competitive benefits package