Boss is a major manufacturer, wholesaler and distributor of premium industrial and commercial lubricant products, supplying them throughout Central and Western Canada and the Northern and Central United States. With our continued growth strategy and our goal to maintain our reputation in Western Canada, we are looking for an Office Administrator to join our team to help them achieve greater efficiencies and maximize production levels to satisfy increasing demands. We are looking for someone who has courteous customer service skills, portrays a professional image and first smile for all incoming visitors to BOSS.
SCOPE
Through courteous customer service skills, portray a professional image and first smile for all incoming visitors to BOSS. The incumbent of this position will handle BOSS’ mail, phones, fax, couriers, day-to-day general administration and direct all visitors and walk-in clients to the appropriate personnel.
RESPONSIBILITIES
Phones/Customer inquiries
- Answer incoming calls on BOSS’ switchboard both promptly and professionally and transfer calls to the appropriate personnel.
- Assist customers with initial inquiries or defer to the appropriate sales personnel as necessary.
- Communicate with staff to appreciate their whereabouts to minimize delays in customer or external inquiries.
- Page warehouse service personnel to assist customers with product delivery.
- Respond to customer inquiries in regards to outstanding deliveries, based on established delivery schedules.
Incoming Mail
- Sort and distribute incoming personal and confidential mail.
- Prepare all out-going mail and ensure it is correctly packaged for the appropriate method of shipping (i.e. Surface mail, Courier, etc.).
Invoicing and Deposits
- Prepare bank deposits and cash receipt deposits.
- Process payments using Visa as required.
- Transfer cheque information into the daily spreadsheet.
- Daily invoicing.
- Assist with accounts receivables under the guidance of the accounting team.
BC Shell DFOA
- Checking Shell Portal throughout the day.
- Transfer Shell orders to Chempax.
- Create new ship to address under Shell Canada.
- Scan orders and B/L to affected branches.
- Invoice orders in Shell Portal and Chempax once product has been delivered.
- Update spreadsheet for each order.
- Customer information, Product ordered, amount of product delivered, Shell Order Number, Branch, Due Date, Delivery date, DFOA reimbursement number, Boss Invoice Number, and Notes.
- Contact local Vendor Management Inventory (VMI) customers to arrange delivery
- Create orders in Shell Portal for VMI customers.
- Tracking deliveries ensuring customer’s requirements are being met.
- Print off DFOA Reimbursements and match to Boss Lubricants Invoices.
- The DFOA reimbursement form including Boss invoice numbers are given to A/C and A/P.
- Tracking rebranded product.
- Direct contact for BC Shell inquiries.
Administration and Office Support
- Assist in typing up work orders.
- Enter order requests and bills of lading efficiently and accurately into computer system and produce copies as required.
- Assist the Sales/Branch Manager coordinating mail or electronic mail-outs to customers.
- File paperwork as necessary.
- Contact service providers for any service calls or issues related to the photocopier, or other office equipment.
- Maintain the boardroom reservation system, clean the boardroom following each meeting to ensure the area is tidy for the next guests.
- Create a database for customer account profiles and enter and maintain client data.
- Support company policies and procedures.
- Assist with general office duties.
- Other duties as required.
Qualifications/Requirements:
- Experience with operating computers, specifically using MS software including Word and Excel
- Experience working as a receptionist or within an office environment
- Ability to deal with difficult customers both in person and over the phone
- Ability to work in a fast-paced team environment
- Ability to multi-task and re-shift priorities efficiently as needed
- Ability to proof-read own work for accuracy
- Ability to maintain employee and client confidentiality
- Attention to detail and accuracy when transposing information
- Takes pride in their work
- Courteous attitude, polite and friendly
- Desire to improve organization and efficiency of front office
- Desire to learn new BOSS products
This is a great opportunity to make a difference and create your own legacy, so if you are as driven as they are to succeed, and are looking for a rewarding challenge, then please submit your resume in confidence to [email protected].
Please visit our website www.bosslubricants.com for more information about us, our team, our other Canadian locations, and our products and services.
