Office Administrator

6 months ago

Kingston, Canada Haines, Jones & Cadbury Full time

**Company Description**
Haines, Jones & Cadbury Corporation is the SingleSource Solution for National Accounts by specializing and managing construction materials for multi-location projects including construction, remodel and maintenance.

HJC Corp is about Solutions meeting customer-specific needs intact and on time. HJC Corp is about Service every day, to every customer and on every job. HJC Corp is about Consistency ensuring customer facilities reflect their brand. And HJC Corp is about Support by keeping customer facilities operational at all times.

Haines, Jones & Cadbury Corporation was founded to properly serve our customers’ unique needs. Our corporate headquarters are located in London, Ontario and we currently have distribution centers in Kingston, Ontario and Calgary, Alberta.

**_
An HJC Office Administrator is expected to:_**
- represent HJC in a professional and ethical manner, in accordance with Company policies and procedures
- be courteous and friendly; building long-lasting, loyal customer and vendor relationships
- work effectively as a team member
- be detail-oriented, organized and accurate
- analyze and solve problems
- prioritize work tasks.

Job Summary

The DC Office Administrator answers and directs all incoming phone calls to the Distribution Center. They handle and maintain all administrative aspects of shipping including shipping labels, bills of lading, videos and photographs. They communicate with customers, carriers and CSRs professionally and conscientiously.

Job Duties
- Note: This list indicates essential functions. This list is not intended to be an exhaustive list of all duties and responsibilities. The actual duties will vary based on the DC’s needs._
- Perform accurate and timely invoicing of all customer shipments daily.
- Answer incoming phone calls and direct calls to appropriate DC or sales personnel.
- Obtain, review, verify and stamp expense vendor and carrier invoices, in the system for DC manager’s approval.
- Load and maintain all photographs and videos of incoming and outgoing material to the DC.
- Run daily billing and print invoices per Company policy.
- Create labels and bill of ladings for shipments using M3, Excel or other carrier websites as needed.
- Enter and maintain shipment details and tracking information in the system.
- Scan/Mail customer cheques, and prepare cash reports.
- Investigate, resolve and respond to all customer, vendor, Credit Manager and Service Center inquiries in a timely manner.
- Communicate with local terminals, customers and CSRs to ensure deliveries are completed as specified.
- Maintain order and efficiency in the office. Order office supplies. Ensure office area is tidy and organized.
- Perform other reasonably related duties as assigned by immediate supervisor and other management as required.

**Qualifications**
Knowledge, Skills, and Abilities
- Outstanding customer service and interpersonal communication skills.
- Possess a high level of accuracy and attention to detail.
- Able to build and maintain a positive working relationship with customers, vendors, and co-workers.
- Able to research, analyze data and solve problems.
- Able to prioritize work projects and multi-task.
- Read, write, speak, and understand English.
- Add, subtract, multiply, and divide, using whole numbers, common fractions, and decimals.
- Able to learn and operate (keyboard and mouse) the applicable software system (M3) used to process customer invoices, vendor invoices and cash sale payments.
- Able to learn and operate Microsoft Office programs (Outlook, Excel, Word)

Education, Training, Experience
- High school diploma or equivalent
- 1+ years experience in a customer service, accounts receivable, accounts payable, freight administration or similar role
- Computer and keyboarding skills, 10-key by touch
- Previous warehouse experience highly preferred

**Additional Information**
Physical Demands
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job._
- Sitting (in chair) 65%
- Standing 20%
- Walking 15%
- Lifting Occasionally up to 30 pounds
- Carrying Occasionally up to 30 pounds
- Controls Use of both hands and arms and use of both feet and legs
- Strength level Low

Environmental Conditions

The incumbent is exposed to the following conditions in the job:
Warehouses with no climate control, potentially hazardous equipment (such as forklift trucks, mechanical lift gates, hand tools, manual material handling equipment, ladders, and rubber retention straps). The Profit Center may stock, sell and use hazardous materials - PVC pipe cement, pool chemicals, torch gas, propane gas, solvents, etc. You may be required to handle these materials.

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