File Management Assistant Jobs in Toronto, ON (NOW HIRING)

Position Overview

John Mooney Sales Ltd. is seeking a versatile, highly organized Management Assistant to run our headquarters in Mississauga, Ontario. In our fast-paced, relationship-driven agency, you will serve as the central hub and vital support system connecting our leadership , our portfolio of "blue-chip" manufacturers, and our industrial distributor clients across Canada.

This is a dynamic, multi-faceted role requiring a blend of administrative excellence, proactive customer service, and logistical coordination. If you thrive in an entrepreneurial environment where no two days are the same and enjoy directly supporting organizational success, this role is for you.

Core Responsibilities

1. Operational Support

• Workflow Coordination: Act as the primary administrative support to management and , ensuring daily operations run smoothly.

• Quote & Inquiry Management: Serve as the first point of contact for Canadian industrial distributors; triage incoming RFQs (Requests for Quotes) and technical inquiries for management review.

• Data & CRM Management: Maintain accurate, up-to-date records of sales leads, manufacturer price sheets, and distributor contact matrices.

2. Factory Liaison & Logistics

• Factory Coordination: Work directly with our represented manufacturers to secure pricing, lead times, and custom engineering updates to assist management with client orders.

• Order Expediting: Track high-priority orders and shipments from factories to distributors, proactively flagging and resolving logistical delays or discrepancies.

3. Office Operations & Client Relations

• Daily Administration: Manage day-to-day office operations, including mail, digital filing, office supplies, and maintaining clean records of distributor accounts.

• Basic Financial Support: Assist management with tracking monthly commissions, processing basic invoicing inquiries, and coordinating expense tracking for the sales team.

• Inbound Customer Service: Provide warm, knowledgeable phone and email support to distributors, upholding Mooney Sales’ 35+ year reputation for personalized service.

• Sample & Marketing Coordination: Coordinate the distribution of product samples, catalogs, and marketing materials from manufacturers to prospective clients.

Qualifications & Experience

• Experience: 3–5 years of experience as a management assistant, administrative assistant, sales coordinator, or customer support specialist—ideally within an industrial B2B, distribution, manufacturing, or agency environment.

• Industry Familiarity: Knowledge of the industrial fastener, hardware, or automotive component industry is a major asset, though a strong mechanical aptitude and willingness to learn complex product lines is highly valued.

• Technical Skills: Proficiency in Microsoft Office Suite (Excel is critical for managing pricing matrices) and experience with basic accounting platforms.

• Communication: Exceptional verbal and written communication skills with a polished, professional telephone presence appropriate for B2B client and executive relations.

• Work Style: A self-starter who can work independently with minimal supervision, multi-task seamlessly under tight deadlines, and maintain meticulous attention to detail while supporting a busy management team.

ABOUT US
From humble beginnings in September of 1988, steady growth has brought John Mooney Sales Ltd. to the forefront of the fastener business. As a manufacturer’s agent, calling on distributors across Canada, Mooney Sales has put together a team with a wealth of experience. Jay and Dave have a combined 50 years of experience in the fastener business.

A long history with a variety of sources, great customer relations and a solid, working knowledge of the products is our recipe for success. The Mooney Sales team is in constant and close contact with all of our reliable, blue-chip sources.

We are the guys that strive to give you the parts, the prices, the products and the personal service that you deserve. Give us a call, type up a text or send us an e-mail. Contact both of us and ensure that you get a speedy response.