Administrative and Logistics Assistant

2 weeks ago

SaintLaurent, Canada Fertitech Canada Full time

**Job title: Administrative and Logistics Assistant**
- ** Version française à suivre_

Fertitech Canada Inc. provides highly specialized medical equipment, products, and software to fertility clinics and research laboratories across Canada.

Responsibilities: Reporting to the Director of Customer Experience, the role of the Administrative and Logistics Assistant is to:
Administration:

- Input customer orders in the Company’s ERP software system, send order confirmations and invoices, and follow-up with customers and suppliers as needed.
- Answer the phone and respond to inquiries.
- Organize, file, scan, and archive documents in a logical and accessible method.
- Support staff in producing, formatting and proofreading documents (tables, graphs, Word, Excel, PowerPoint documents, etc.).
- Manage office supply inventory and place supply orders. Liaise with office service providers to ensure that all aspects of the office are running smoothly.
- Organize and book meetings on behalf of staff.
- Make travel arrangements.
- Support Managers and the President with administrative tasks.
- Complete other administrative tasks as required.

Logistics:

- Support the Customer Service team to import and transport capital equipment and products from global suppliers to the Company warehouse or customer site.
- Obtain quotes from carriers. Assess the best shipment option by evaluating cost and delivery times.
- Prioritize orders according to urgency and customer needs.
- Track shipments and keep staff and customers up-to-date on the estimated time of delivery.
- Handle customer returns and complaints.
- Review and compare invoicing fees charged against quoted carrier / supplier pricing.
- Manage disputes and file insurance claims for lost items.
- Participate in cyclical and annual inventory counting.
- Other tasks as assigned.

**Requirements**:

- DEC in administration or an equivalent combination of training and experience
- Minimum of 3 years of relevant experience
- Fluency in French and English with the ability to speak and write to customers in both languages.
- Ability to multi-task and prioritize tasks.
- Autonomy and initiative.

**Benefits**:

- Competitive salary
- Group Benefit Program
- Dynamic work environment
- Work-life balance

**Technicien.ne administration et logistique**

Fertitech Canada Inc. fournit de l'équipement médical, des produits et des logiciels spécialisés aux cliniques de fertilité et aux laboratoires de recherche a travers le Canada.

**Responsabilités**:
Sous l’autorité de la direction de l’expérience client, support aux ventes et services, le technicien en administration et logistique a pour rôle:
**Administration**:

- Assurer un soutien auprès de la direction de l’expérience client, support aux ventes et services dans la gestion de l’agenda et la boîte de courriel, attirer l’attention des gestionnaires sur les demandes nécessitant rapidement un suivi ou une prise en charge.
- Préparer divers documents et assister les gestionnaires dans le traitement des dossiers.
- Assister la direction de l’expérience client, support aux ventes et services dans la réalisation des activités en lien avec le plan d’action, dans le développement de l’information de gestion et des divers mandats de la direction.
- Soutenir le personnel dans la production de divers documents (tableaux, graphiques, documents Word, Excel, PowerPoint, etc.).
- Assister le personnel dans la préparation, la mise en page et la correction de documents administratifs.
- Répondre aux demandes reçues par courriel ou par téléphone de la part de la clientèle.
- Classer et archiver les documents : dossiers clients, fournisseurs, etc.
- Gérer les fournisseurs de services de bureau, passer des appels de service et des commandes de fournitures.
- Organiser les réunions et effectuer les réservations à l’agenda des participants.
- Effectuer les réservations relatives aux déplacements, locations de voiture, à l’hébergement ou toute logistique nécessaire au déplacement du personnel de Fertitech.
- Assister la direction de l’expérience client, support aux ventes et services dans ses tâches.
- Assister la Direction générale et la Présidence de Fertitech dans leurs tâches.

**Logistique**:

- Assurer l’administratif de la logistique.
- Assurer la communication avec ses collègues sur le terrain ainsi qu’au siège social afin de permettre le bon déroulement des tâches de réception et d'envois de commandes.
- Préparation des commandes selon les urgences et expéditions des commandes.
- Suivi d’expéditions.
- À la demande des gestionnaires:

- Faire des devis auprès de différents transporteurs pour analyser les coûts selon les demandes
- Assurer le suivi et le contrôle de la facturation des frais liés à la logistique
- Assurer la gestion des litiges
- Assurer la gestion des stocks
- Participer aux activités relatives à la prise d’inventaire cyclique et annuell

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