Purchasing and Office Administrator

4 weeks ago

Oakville, Canada Peter Mielzynski Agencies Full time

Overview:
**About Peter Mielzynski Agencies LTD “PMA” and the Mission**
- PMA Canada’s Mission is to become Canada’s Best Premium Beverage Alcohol Growth Partner. We strive to be recognized as ‘Agents for Growth’ focused on three core areas of People, Partnerships and Performance. We represent an enviable portfolio of leading premium spirits, wines and beer brands including: Glenfiddich, Grants, Gibson’s, Hendricks, Jack Daniels, Woodford Reserve, Two Oceans, Jägermeister, Flor De Cana, Innis & Gunn and many more. We are a privately held company founded in 1979 by Peter Mielzynski Sr., and to this day we pride ourselves on building brands and providing Service Excellence for our Suppliers, Customers & Consumers._

**Company Values**

**Professionalism**: Show proper preparation, responsiveness, accountability, and responsibility for their actions. Improves self through personal development. Conduct themselves with honesty, ethics, and integrity.

**Leadership**: Energize employees and provide a path to career success, company objectives and growth. Display a conscientious work ethic, coach, and mentor staff, be proactive and not reactive to potential issues.

**Creativity**: Show initiative to succeed, share ideas, opens to change, and learn from successes and failures.

**Enthusiasm**: Bring energy, passion, positive attitude and demonstrate strong commitment to PMA

**About the Purchasing and Office Administrator Role**

**Responsibilities**:
**Key Deliverables**:

- Champion the purchase order process for the Marketing teams which involves generating/modifying purchase orders for marketing activities within PMA’s ERP system upon request.
- Review and reconcile open purchase orders on monthly basis with payables department and ensure matching and close documents as required.
- Manage promotional warehouse activities with third party warehouse.
- Process and manage customs documents related to promotional materials received into promotion warehouse.
- Responsible for front of office, receiving customers or visitors.
- Answering phones in a professional, timely manner, and routing calls as required
- Disseminate correspondence, memos, announcements, and other PMA communications to staff.
- Maintains all Supplier contract documentation (files) and prepare Supplier legal document.
- Manage incoming and outgoing office mail, including courier services, and distribute mail accordingly.
- Order supplies and oversee overall office maintenance.
- Schedule and prepare materials (minutes) for the PMA Board meetings and distribute to the Board members.
- Assist with the coordination of the board / supplier meetings - hotels/restaurants/meals Support the preparation and circulation of correspondence to Board of Directors
- Prepare office for new staff (workstation/telephones/name plates)
- Coordinates company activities and organizes functions (Corporate social responsibility and social events)
- Contacts suppliers for maintenance if needed - Printers/Photocopier/Scanner/Coffee Machine/Water Dispenser
- Other duties as assigned.

Qualifications:
**Core Competencies**
- ** Champion Purchase Orders**:Own the complete purchase order process at PMA, ensuring accurate and timely entry. Follow up when necessary to ensure completion.
- ** Office Tasks**: Ensure office supplies are adequately filled, assist with all couriers/mail and postage, and assist in meeting bookings/supplier and customer visits.
- ** PMA Team Support**: Assist with PMA teams as needed according to business need with administrative tasks. Also support with company committees where possible to help drive office.
- ** Communicating with Impact**: First point of contact for all visitors which are internal and external. Send communication out on behalf of CLT members or other announcements, advice office.
- ** Visitor Liaison**: Support with all visitor meetings to ensure a pleasant experience according to PMA standards and upholding PMA reputation.
- ** Detail orientation & Prioritization Skills**: Other duties as needed according to business need for leadership team members.

**Qualifications**
- 1-2 years experience with a purchase order process.
- Post-secondary education required.
- 5+ years previous experience in a similar role required.
- Experience in a CPG environment would be as asset.
- Excellent MS Office skills
- Excellent ability to communicate to all levels within the organization required (verbal and written)
- Excellent organizational skills
- Must exhibit a high level of attention to detail and ability to multi-task.
- Must be self-motivated with the proven ability to take initiative.
- Must be reliable with positive attitude and excellent customer service skills.
- Ability to maintain confidentiality and to handle sensitive information, as required.

**Physical Demands**
- Ability to lift 10 lbs (courier boxes received) or use dolly to move.
- Position is mostly sedentary and requires use of computer.

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