Administrative Assistant
Conovey (Three O Four Limited) Milton, ON | Full-time, on-site
About Us
Conovey is a 25-person, family-run engineering and manufacturing company operating a 35,000 sq ft automated shop in Milton, Ontario. We design and build spiral conveyors, refrigeration packages, and insulated enclosures for food processing customers across North America and beyond. We do not build good enough. We build better.
Our office is the operational hub that keeps a busy shop, multiple active projects, and travelling field crews running smoothly. We are looking for an organized, proactive Administrative Assistant to be the person who makes all of that happen.
What You Will Do
Travel Coordination
- Book flights, hotels, and car rentals for our field installation crews travelling to customer sites across Canada and the US
- Send itineraries and confirmations, manage changes and rescheduling on short notice, and stay on top of cancellation deadlines to avoid penalties
- Act as the point of contact for crews on the road when plans change
Shipping, Freight, and Logistics
- Book freight carriers and courier shipments (LTL, FedEx, local cartage) for equipment, skids, and toolboxes moving between our shop and customer sites
- Track shipments, provide tracking numbers to the team, and chase carriers when deliveries slip
- Coordinate delivery windows with customer site contacts and keep our project teams informed
- Prepare packing slips and shipping documentation for spare parts orders
Purchasing and Supplies
- Order shop consumables, PPE, and office supplies through Amazon, Staples, Uline, and other vendors
- Confirm orders, follow up on deliveries, and keep the shop stocked without being asked twice
Reception and Office Administration
- Answer and direct incoming phone calls as the first point of contact for the company
- Greet visitors, manage the visitor sign-in process, and ensure guests are looked after
- Perform data entry in QuickBooks (invoices, purchase orders, and related records)
- Coordinate building services and vendor visits (waste bins, equipment service, facility maintenance)
- Schedule service and pickup for company vehicles
- Follow up on receiving: confirm deliveries arrived complete and flag anything missing
- Help keep the workplace running and the team looked after, from supplier follow-ups to the occasional coffee-and-donuts morning
Hands-On Shop Support
- Help fulfill spare parts orders: pick, pack, and prepare shipments with accurate documentation
- Build conveyor chain to support shop production and spare parts orders
What We Are Looking For
- 2+ years of administrative, logistics, or office coordination experience (manufacturing or construction environment an asset)
- Strong written and verbal communication; you will be on the phone with carriers, vendors, hotels, and customer site contacts daily
- Highly organized with excellent follow-through; lots of small moving pieces, none of which can be dropped
- Comfortable juggling shifting priorities, especially when travel or freight plans change on short notice
- Proficient with email, spreadsheets, and online ordering platforms; QuickBooks experience a strong asset; comfortable using Slack to communicate with the team
- Willing to pitch in beyond the desk, including occasional light shop work (no prior manufacturing experience required, we will train)
- Friendly, professional, and dependable; you will work with everyone from the shop floor to the President
Nice to Have
- QuickBooks experience (invoicing, purchase orders, data entry)
- Experience booking business travel
- Experience coordinating freight or working with carriers
- Familiarity with shipping documentation (packing slips, bills of lading, cross-border paperwork)
What We Offer
- A stable, growing, family-owned company where your work is visible and valued
- A varied role where no two days look the same
- A close-knit 25-person team with direct access to leadership
- Competitive pay based on experience
How to Apply
Apply through Indeed with your resume and a short note telling us about your experience coordinating travel, shipping, or vendors.
Conovey is an equal opportunity employer. Accommodations are available on request for candidates taking part in all aspects of the selection process.
Pay: $22.00-$30.00 per hour
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Vision care
Work Location: In person
