Document Control Assistant jobs

This is an in-office role

Overview

IGI is seeking a detail-oriented Administrative Assistant and Document Control Coordinator. The role Administrative Assistant and Document Control Coordinator is responsible for a number of processes aimed at maintaining confidential files, contracts and documents critical to the organization’s success. This individual also coordinates activities involving the Company Executives, including Board and Management Meetings.

Responsibilities:

• Corporate ISO Document Control Coordinator, review documents, send for approval to responsible parties, posting and distribution of documentation to the internal drives and updating the master list.
• JD E1 updates and inquiries for internal Product Spec Sheets. Generation of Spec Change Letters to Customers.
• Assigning all new IGI product codes for commercialization or initial revisions. Back up for TIS/MSDS.
• Posting updates to Company websites and Terminal Libraries.
• Coordinate events for the Company, Board Meetings, Sales and Management meetings.
• Trademarks / Patents – review, dealing with all inquiries and billing.
• Maintain confidential files. Distribute mail.
• Maintain office supplies and courier shipments for the executives.
• Maintain meetings rooms and order lunches as required.
• Manage files associated with legal actions and communicate with legal and insurance representatives as needed.
• Process expense reports for sales personnel. Arrange for approval and reconcile with receipts. Arrange for payment.
• Coordinate requests for charitable donations.
• Coordinate travel for executives as required.
• All other projects as assigned.

Required Qualifications:

• Five (5) years administrative assistant experience
• Ability to maintain confidentiality.
• Excellent verbal and written communication skills.
• Detail orientated with a high standard of accuracy.
• Self-motivated with good organizational skills.
• Ability to prioritize multiple tasks, work well under pressure, and meet deadlines
• Thorough knowledge and experience of Microsoft Office, including, Outlook, Word, Excel and PowerPoint.
• Ability to work independently and collaboratively in a fast-paced environment.

Artificial Intelligence Disclosure:

We do not use artificial intelligence (AI) in our hiring process. All applications are reviewed using standardized screening questions to ensure alignment with job requirements.

Vacancy status:

This job posting is for an existing vacancy.

Who we Are:

The International Group, Inc. (IGI) is recognized as the world's only fully integrated wax producer.

IGI is the preferred strategic partner for companies seeking value throughout the entire supply chain. Whether it’s production, quality control, innovation, or research, IGI is committed to delivering the appropriate product to its customers promptly and for every purpose.

IGI operates in locations within Canada (Toronto, ON) and the United States (Titusville and Smethport, PA, Oshkosh, WI, Baytown, TX, Richmond, CA, Picayune, MS, Woods Cross, UT, and Evanston, WY.

If a progressive, supportive environment sounds like a great place to work and this sounds like the role for you, please apply with your resume.

IGI is committed to a diverse workforce as an Equal Opportunity Employer (Women, People with Disabilities, Indigenous Peoples, and Visible Minorities) and aims to maintain an inclusive and equitable workplace where everyone feels valued, respected, and supported.

We thank all interested applicants, however, only those selected for an interview will be contacted.

We thank the staffing industry for their interest but ask not to be contacted.

Job Types: Full-time, Part-time, Permanent

Pay: $50,000.00-$65,000.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Ability to commute/relocate:

• Toronto, ON M1S 2A8: reliably commute or plan to relocate before starting work (required)

Application question(s):

• What are your salary expectations for the role?

Experience:

• Administrative: 5 years (required)

Language:

• English (required)

Location:

• Toronto, ON M1S 2A8 (required)

Work Location: In person