LEGEND OILFIELD SERVICES LTD
POSITION TITLE: Operations/Billing Administrative Assistant
JOB TYPE: Full-time, (Monday to Friday, 40 hours per week)
Job description
An Operations/Billing Administrative Assistant manages daily business activities, ensuring smooth processes, efficiency, and goal alignment by posting/auditing tickets and drivers’ hours, coordinating operations and finance teams, resolving issues, and providing administrative support, bridging management and staff to optimize workflows, and enhance overall organizational performance.
Daily work involves data entry of drivers’ tickets, managing invoices to ensure accurate billing and efficient revenue collection, auditing drivers’ hours and fuel reports, data entry of Shop Work Order and Wash Bay tickets for tote/truck/tank washes, timely receiving of purchase order (PO) in Axon system and other related administrative tasks.
Here's a more detailed breakdown of the role and key responsibilities:
Billing Management and Customer Service:
- Data entry for tickets, bill of ladings, proof of delivery.
- Prepare and distribute sales invoices accurately and promptly.
· Ensure invoices reflect the agreed-upon pricing and services.
· Maintain accurate records of invoices and payments.
· Respond to customer inquiries and concerns regarding billing.
· Set up new customer in Axon, customer credit application form.
· Provide clear and concise information to customers.
Other Administrative Tasks:
· Follow up and audit drivers’ time sheets, fuel reports, and proof of delivery.
· Data entry of Work Orders received from the Shop.
· Data entry of Wash Bay Tickets (for tote/truck/tank washes).
· Receiving of Purchase Order (PO) in Axon.
· Act as a back up to A/R and ad hoc support to operations and accounting team
Skills and Qualifications:
· Excellent verbal and written communication skills are essential for interacting with customers and colleagues.
· Ability to manage multiple tasks and prioritize workload.
· Accuracy in record-keeping and billing process is crucial.
· Basic understanding of accounting processes.
· Proficiency in using accounting software and Microsoft.
Your success will be defined by your ability to:
- Perform accurate data entry of daily tickets, scanning of tickets, BOLS’s and POD’s
- Collaborate with Dispatchers/Shop Managers/Head of Operations
- Ensure appropriate revenue and shop expense coding to each unit
- Implement internal work process to ensure accuracies and/or uncover gaps
- Ensure correct customer purchase orders numbers in billing documents
- Act as a back up to A/R and ad hoc support to operations and accounting team
Your strengths include:
- 3+ years of experience in Accounts Receivable/Billing and related administrative support role
- Advanced excel skills and strong data entry skills
- Excellent time management and organizational skills
- Knowledge of Axon is considered an asset
Benefits:
- Dental care
- Extended health care
Ability to commute/relocate:
- Devon, AB T9G 2A1: reliably commute or plan to relocate before starting work (required)
Education:
- Secondary School (preferred)
Experience:
- Bookkeeping: 1 year (preferred)
- General Accounting: 1 year (required)
- Accounts payable: 1 year (required)
- Accounting software: 1 year (preferred)
Work Location: In person
