Branch Administrator

5 months ago

Victoria, Canada AFD Petroleum Ltd. Full time

**Is this you?**:
You are a detail-oriented individual that enjoys working with a variety of teams and providing support to different departments. You can provide high quality customers while building relationships and supporting the integration of strategic plans with the direction of your manager.

**The Challenge**:
This position is NOT just for anyone. We are not hiring just anyone with expertise in these areas. We want great people who fit like a glove into our great company culture.

The Branch Administrator will support / backfill for the positions of the Fleet Coordinator and Office Administrator in their absence and provide support to the Area Manager as directed. The Branch Administrator will liaison between the Area Manager and head office in the areas of A/R, A/P, and IT to ensure a seamless flow of all data, payables, and / or reporting as required. The Branch Administrator will support the Area Manager and office staff in daily functions, customer support, and additional administrative functions as directed.

**Whom you are working with**:
Primarily you will work with your Area Manager, Finance, Drivers, and our customers

**What you offer us**:

- A team-player mentality willing to go the extra mile to help your team
- A utility player who can flex and expand to what the position requires every day

**What you DON’T offer**:

- Needing constant direction and supervision
- A ‘lone wolf’ who is unwilling to help others with the need arises

**What we offer you**:

- Most importantly, you will be working with people with big hearts who truly care about one another
- A family-owned business where the owner knows your name but is active in getting to know you
- A company is filled with great people, and hopefully YOU, because life is too short not to be around great people every day
- Great health and insurance benefits - medical, dental, vision, life insurance, disability, AD&D - because we believe in taking care of yourself
- We care about you as a person too, and so provide great work/life benefits:

- ** Discount on fuel** - because fuel is what we do
- ** Educational assistance** - we want you to keep learning
- ** Career pathing** - we believe in helping you can grow in ways important to you
- ** Paid orientation & training** - we will set you up for success
- ** Service awards** - recognizing your hard work every day is important, and these awards are important for everyone to recognize excellence
- ** EAP program** - we care about your whole self because that is what you bring to work every day
- ** Five Paid Personal Days** - To be used for sick days, personal appointments, or mental health days because we want you to take care of yourself as you need it
- ** Parental leave** - because taking care of your family is the most important job in your life
- ** Referral rewards** - bringing in other great people makes sense, and you should be rewarded well
- ** Boot allowance** - you may work in the office, but who doesn’t want a GREAT pair of boots? But seriously, you will be at work sites from time to time, so you need them.
- ** Business casual dress code** - professionalism and jeans co-exist. Be comfortable, be yourself because that is when you will bring your best

**What you will do day-to-day**:
Dispatch and CSR
- Working in collaboration with dispatch on credit releases, become proactive on managing customers’ requirements vs account capacity
- Support / backfill for the Fleet Coordinator in their absence
- Assist and backfill for office administrator in setting up bulk fuel, lube, and home heat STL’s using the appropriate forms and resources
- Work with Corporate CSRs to ensure unused STL’s are deactivated or deleted
- Updating STL info when required
- Other related duties as required or assigned.

Finance
- Review YTWH aged report weekly in conjunction with the area manager
- Call customers for payment updates as directed by Corporate A/P, update comments in systems
- Conduct collections as directed by Corporate A/P
- Review account set ups and advocate for customer credit increases
- Communicate any prominent local account issues with area manager and corporate AP
- Direct all invoices to the Area Manager for approval (ensure all invoices are coded)
- Ensure all branch purchases have been approved by area manager prior to issuing a PO

Safety and Compliance
- Ensuring drivers logs are being completed daily and submitted using Big Road
- Work with drivers to ensure all driver’s safety credentials are kept current including Work Hub
- Conducting weekly and monthly safety meetings as per the company policy in conjunction with HSE Manager and Area Manager
- Conduct safety inspections as per corporate policy
- Ensure yard, building, and cardlock are kept in safe and professional condition
- Organize snow removal/salting
- Ensure the branch has the basic supplies to operate

**What you need to succeed**:

- 3+ years of direct work experience in an administrative position

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