Office Administrator
Location: Oldcastle, Ontario
Industry: Industrial Automation
Employment Type: Full-Time, Permanent
Salary: $23.50/ Hour
About DuroByte Inc.
DuroByte Inc. is an industrial automation and controls company with offices in Canada and the United States and Canadian headquarters in Oldcastle, Ontario.
Our mission is to combine advanced technology with customized engineering solutions to improve performance, functionality, and productivity. We deliver complete automation solutions, from controls programming and technical support to fully integrated, turnkey industrial automation systems.
Our expertise includes custom machinery, robotics, electrical controls, controls integration, and turnkey automation systems. We partner with customers to design and implement reliable, efficient, and maintainable solutions for complex manufacturing requirements.
The Opportunity
We are seeking an organized and detail-oriented Office Administrator to support daily business operations across contractor coordination, purchasing, shipping, invoicing, and accounting administration.
This hands-on role helps keep schedules, customer orders, purchasing activities, and financial documentation organized and accurate. Working closely with customers, contractors, vendors, and internal teams, you will coordinate administrative requirements, follow up on outstanding items, and help ensure day-to-day operations run smoothly.
The ideal candidate is dependable, communicates clearly, and can manage competing priorities while maintaining a high level of accuracy.
Key Responsibilities
Office & Contractor Coordination
- Coordinate contractor schedules, availability, weekly reminders, and meetings.
- Review and enter contractor and employee Time and Material (T&M) hours and expenses.
- Track remaining job hours, maintain billable rates, and resolve discrepancies with internal teams.
- Respond to customer inquiries, prepare order updates, and arrange hotel accommodations.
Purchasing & Shipping
- Create purchase orders, maintain confirmations, and complete receiving records.
- Compare vendor quotations and follow up on pricing, outstanding orders, and delivery timelines.
- Coordinate shipments and prepare packing slips, Bills of Lading, commercial invoices, and cross-border documentation.
- Record freight and courier costs against the appropriate jobs.
Accounting & Administrative Support
- Prepare and process customer and vendor invoices.
- Match invoices with purchase orders and packing slips, reconcile vendor statements, and investigate discrepancies.
- Process authorized payments through QuickBooks, EFT, and TelPay.
- Maintain accurate expense spreadsheets, payment records, and supporting documentation across company accounts.
Qualifications
- 1–2 years of experience in office administration or a related role preferred. Familiarity with invoicing, purchasing, or accounting support is an asset.
- Proficiency in Microsoft Office, particularly Excel, and QuickBooks or similar accounting software.
- Strong organizational skills, attention to detail, and professional communication.
- Ability to work independently, meet deadlines, and handle confidential information.
- Relevant education in administration, accounting, business, or a related field is an asset.
- Experience in manufacturing, engineering, or industrial automation along with contractor coordination, or shipping, is an asset.
What We Offer
- Competitive salary of $23.50/ Hour.
- Comprehensive employee benefits.
- A varied administrative role, collaboration across departments, and the opportunity to contribute to daily operations in an industrial automation environment.
Application Information
DuroByte Inc. welcomes applications from qualified candidates with relevant industrial electrical design and automation experience.
Vacancy status: This is a new vacancy.
Artificial intelligence disclosure: AI is not used to screen, assess, or select applicants.
Please send applications to careers@durobyte.com
We thank all applicants for their interest. Only candidates selected for further consideration will be contacted.
