Operations Administrative Assistant

Altohelix is seeking an organized, proactive Operations & Administrative Coordinator to support our Chief Operating Officer and help keep daily business activities running smoothly. This role combines administrative support, client invoicing, inventory purchasing, travel coordination, and the planning and execution of trade shows and events.

The ideal candidate takes ownership of their work, pays close attention to detail, and can manage competing priorities while communicating clearly with colleagues, clients, and suppliers.

Key responsibilities:

Administrative support and travel

• Provide day-to-day administrative and coordination support to the management team
• Arrange flights, hotels, ground transportation, and travel itineraries for staff.
• Track booking confirmations, travel costs, and changes to schedules.
• Maintain task lists and follow up on outstanding items to keep deadlines on track.

Client invoicing and order coordination

• Prepare and issue accurate client invoices in a timely manner.
• Verify client information, product details, quantities, and pricing against approved quotes and orders.
• Coordinate with sales and finance to confirm payment status before orders are released, following company procedures.
• Respond to routine invoicing and order inquiries and maintain accurate records.

Purchasing and inventory support

• Prepare and submit purchase orders for stock replenishment and client requirements.
• Confirm product models, SKU numbers, quantities, and pricing before placing orders.
• Track supplier confirmations, shipping updates, backorders, and expected delivery dates.
• Coordinate with internal staff to monitor stock levels and resolve order discrepancies.

Trade shows and event planning

• Coordinate logistics for trade shows, workshops, demonstrations, and company events.
• Manage registrations, exhibitor requirements, deadlines, travel, accommodations, and shipping.
• Organize booth materials, promotional items, demonstration equipment, and event supplies.
• Maintain event schedules and budgets, and track expenses.
• Attend selected events to assist with setup, registration, on-site coordination, and teardown.

Lead entry and sales support

• Enter leads from trade shows, events, website inquiries, and other sources into Salesforce.
• Ensure contact information, lead sources, notes, and follow-up requirements are accurate and complete.
• Assign leads to the appropriate team members and flag time-sensitive inquiries.
• Support the sales team with administrative follow-up and record maintenance.

Qualifications and skills

• Experience in office administration, operations coordination, sales support, or a similar role.
• Strong organizational skills and the ability to manage several deadlines at once.
• Excellent attention to detail, particularly when handling invoices, purchase orders, and client information.
• Clear written and verbal communication skills.
• Confidence working independently and following tasks through to completion.
• Proficiency with Microsoft Office or comparable business software.
• Experience with QuickBooks Online and Salesforce is an asset.
• Experience arranging business travel or coordinating trade shows and events is an asset.
• Professional judgment and discretion when handling confidential information.

Working requirements

This position requires attendance in the office five days per week. Occasional travel and flexibility to work outside regular office hours will be required to support trade shows and events.

Benefits:

• Company events
• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care

Ability to commute/relocate:

• North York, ON: reliably commute or plan to relocate before starting work (required)

Language:

• English (required)