LUBRICANTS ADMINISTRATIVE ASSISTANT

Job summary

Serve as a first point of contact for customers and visitors while processing lubricant orders, invoices, and payments. Coordinate deliveries and receiving, maintain inventory and product documentation, organize records, and support meetings and branch orders.

Job details

Founded in 1989, AFD Petroleum is a leading independent supplier of fuel, lubricants, and storage solutions across Alberta, B.C., Yukon, and Alaska. With over three decades of experience, we’re committed to delivering reliable service, innovative solutions, and lasting value, centered on our people, our customers, and our communities. Job Summary: Our Lubricant Administrative Assistant keeps our lubricant division organized and our customers well looked after. You’ll be the first point of contact for calls and visitors, schedule couriers and deliveries, process lubricant orders and invoices, take customer payments, and keep our product documentation current. Your Schedule Full-time, permanent, Monday to Friday, 8:00 a.m. to 5:00 p.m., at our Edmonton warehouse. Some overtime and after-hours work may be required. Why AFD: * Great health and insurance benefits – medical, dental, vision, life insurance, disability, AD&D – because we believe in taking care of yourself. * Discount on fuel. * Career development. * Paid orientation & training. * Personal/Sick Paid Days. What you will do day-to-day: * Answer and route calls, e-mails, and visitors to the warehouse office, and cover head office phones when reception is away. * Help our customers with lubricant orders, documentation, and delivery status. * Schedule couriers and coordinate inbound and outbound deliveries with the warehouse team. * Receive shipments and complete PO receiving, matching paperwork to purchase orders. * Process lubricant orders, invoices * Take customer payments by cash, debit, or credit card, and provide reconciliation information to Accounts Receivable. * Complete monthly inventory administration and reporting. * Prepare work orders, reports, and bills of lading, and keep Safety Data Sheets (SDS) and product data sheets up to date. * Keep lubricant division records organized on the shared drive. * Coordinate division meetings and workshops, and take meeting minutes. * Support our branches with orders What you need to succeed: * High school diploma. * 2+ years’ experience in an administrative role. * Strong working knowledge of MS Word, Excel, Outlook, and Adobe. * Professional written and verbal communication skills, and a friendly, customer-first approach. * Strong organization and accuracy, with the ability to juggle multiple priorities and frequent interruptions. * Ability to work in a warehouse environment and lift up to 50 lbs occasionally. Extra skills and Knowledge: * Experience with order processing, invoicing, receiving, or inventory administration. * Experience with Microsoft Dynamics 365 Business Central, or another ERP or inventory system. * Experience in the fuel, lubricants, transportation, or oil and gas industry. As part of the interview process, all candidates will undergo a successful completion of pre-employment requirements, including a criminal record check and employment reference verification, and an offer will be contingent upon the successful pre-employment checks. AFD Petroleum is an equal opportunity employer. We serve communities across Western and Northern Canada, and we believe our team is stronger when it reflects them. We encourage applications from Indigenous peoples, women, persons with disabilities, racialized people, 2SLGBTQI+ people, and people of all backgrounds. All qualified candidates will be considered without regard to any characteristic protected by applicable human rights law. Accommodations are available at every stage of the hiring process. Please contact HR@afdpetroleum.com. People are our greatest asset, and we promote a safe and friendly workplace built on open communication, teamwork, and personal growth. Thank you for your interest in AFD Petroleum. We review every application and will contact candidates selected for an interview. No agencies please.

What you’ll do

Serve as a first point of contact for customers and visitors while processing lubricant orders, invoices, and payments. Coordinate deliveries and receiving, maintain inventory and product documentation, organize records, and support meetings and branch orders.

Requirements

Requires a high school diploma, at least two years of administrative experience, and working knowledge of Microsoft Word, Excel, Outlook, and Adobe. Candidates should have strong communication, organization, and accuracy skills, be able to manage interruptions, and occasionally lift up to 50 pounds; experience with order processing, inventory systems, or related industries is an asset.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Disability Insurance
• Accidental Death And Dismemberment Insurance
• Fuel Discount
• Career Development
• Paid Orientation And Training
• Paid Personal And Sick Days

Listed skills

• Adobe · Preferred
• Customer service · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Payment Processing · Preferred
• invoicing · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Customer Service
• Order Processing
• Invoicing
• Payment Processing
• Inventory Administration
• Purchase Order Receiving
• Delivery Coordination
• Courier Scheduling
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Adobe
• Recordkeeping
• Written And Verbal Communication
• Organization And Accuracy
• Bill Of Lading
• Human Rights Laws
• Microsoft Dynamics 365 Business Central
• Accounts Receivable
• Reconciliation
• Communication
• Oil and Gas
• Warehousing
• Innovation
• Inventory Management System
• Taking Meeting Minutes
• Verbal Communication Skills
• Teamwork

Job areas

• Administrative
• Customer Service & Support
• Logistics
• Energy
• Finance & Accounting
• Grants Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive