Receptionist & Administrative Assistant

Job summary

Manage reception and telephone duties, assist visitors, and provide general administrative support to management and other departments. Process invoices, packing slips, proof-of-delivery records, driver logs and expenses, cheque records, and related documentation, including entering driver expenses in Sage.

Job details

Job Responsibilities 1. Reception & Telephone Duties Serve as the primary point of contact for incoming telephone calls. Answer, screen, and direct calls to the appropriate department or staff member. Receive and assist visitors, drivers, customers, and suppliers in a professional and courteous manner. Handle general inquiries and provide information as required. Maintain a professional and organized reception area. 2. Loblaws Invoice & POD Management Match Loblaws invoices with corresponding packing slips and ensure all documentation is accurate. Verify Proof of Delivery (POD) against invoices and packing slips. Maintain and update the POD status spreadsheet for each delivery. Review both new and outstanding PODs received from stores and update their status accordingly. Monitor outstanding PODs to ensure all required documentation is received for payment processing. Prepare and regularly email outstanding POD lists to the Loblaws team to request missing documentation and provide progress updates. Maintain organized records of invoices, packing slips, and POD documentation. 3. Loblaws / Shipper Invoicing Prepare invoices based on information provided on packing slips. Review invoice information for accuracy before processing. Maintain proper supporting documentation for invoicing and record-keeping. 4. Driver Logs & Daily Run Records Review driver logs from the previous day to ensure delivery receipts have been returned. Check driver logs for completeness and accuracy and update missing information when required. Record driver and truck information in the appropriate fuel and toll summary spreadsheet. Scan and electronically file completed driver logs in the Daily Run Log under the appropriate month. Maintain organized and accurate driver documentation for record-keeping purposes. 5. Driver Expense Processing Collect and organize driver expense envelopes and supporting documentation. Sort expense documents and prepare copies for the appropriate personnel and expense records. Calculate total driver expenses and prepare the Driver Expense Report. Enter and post driver expenses in Sage. Print the posted Sage batch and attach it to the supporting expense documentation. Maintain organized records of driver expenses and supporting documents. 6. Cheque & Payment Records Record cheque details accurately in the appropriate spreadsheet. Maintain organized records of cheques received and related documentation. Assist with payment-related administrative duties as required. 7. General Administrative Duties Maintain office supplies and arrange for the purchase of stationery and other office materials. File, scan, copy, and organize administrative and accounting documentation. Assist with general office administration and record-keeping. Provide administrative support to the Controller, management, and other departments as required. Perform other duties and special assignments as directed by the Controller or management. Work Location: In person

What you’ll do

Manage reception and telephone duties, assist visitors, and provide general administrative support to management and other departments. Process invoices, packing slips, proof-of-delivery records, driver logs and expenses, cheque records, and related documentation, including entering driver expenses in Sage.

Requirements

The posting does not specify formal education, experience, or certification requirements. The duties call for accurate document handling, organized record-keeping, professional communication, and administrative and accounting support.

Listed skills

• Customer service · Preferred
• Attention to detail · Preferred
• record keeping · Preferred
• Office Administration · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Reception
• Telephone Handling
• Customer Service
• Invoice Processing
• Proof Of Delivery Management
• Document Verification
• Spreadsheet Management
• Record-Keeping
• Data Entry
• Driver Log Review
• Expense Processing
• Sage
• Filing And Scanning
• Office Administration
• Attention To Detail

Job areas

• Administrative
• Finance & Accounting
• Customer Service & Support
• Logistics