Administrative Assistant
5 months ago
L.H. Gray & Son Limited, better known as Gray Ridge Eggs in Ontario, began in 1934 in Ridgetown, Ontario by Lyle and Ina Gray. Today, their son, Bill Gray carries on the family tradition. Gray Ridge Egg Farms is one of the largest processors of farm fresh eggs in Ontario and is proud to display the Foodland Ontario logo on its products. L.H. Gray & Son is an operating partner of Golden Valley Foods, an egg market leader in B.C. with a state-of-the-art egg grading facility in Abbotsford. L.H. Gray & Son Ltd. became a founding member of National Egg Inc., a Canadian marketing cooperative that brings local specialty eggs to market across Canada under the GoldEgg/JauneDoré brand. Sparks Eggs, a major player on the Alberta egg grading scene, was welcomed into the L.H. Gray & Son Ltd. family, further strengthening Bill Gray's vision in Western Canada. L.H. Gray & Son Limited is not just shell eggs. Holdings in Global Egg Corporation/EggSolutions in Toronto, Ontario, and in Perth County Ingredients in St. Marys, Ontario, brought the L.H. Gray & Son influence into the egg processing industry, impacting food service and industrial food production markets. We hope you'll join our amazing team in keeping our country fed safely
We are currently seeking an Administrative Assistant / Receptionist for our Listowel facility. Further details about the job will be explained to those applicants selected for an interview.
**CORE COMPETENCIES**
- Passionate and hard-working
- Assertive and self-motivated
- Excellent communications skills, both written and verbal
- Ability to take direction, while also demonstrating success in independent work
- Superior time management skills, coupled with the ability to organize and prioritize effectively
- Receive calls from customers
- Ability to make independent decisions in a fast-paced environment
- Strong knowledge of general office procedures involving scheduling, production reporting, electronic documentation filing, procurement, budget management, and so on
- Previous experience in handling confidential or sensitive information; knowledge of applicable data privacy laws
- General mathematical and budgeting skills
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items
- Able to maintain filing systems and basic databases
**RESPONSIBILITIES**
- Answer the company phone
- Check the company answering machine and address issues as needed
- Greet and assist customers and producers that come into the plant
- Organize invoices (ensuring proper proof of delivery), cheques and credits
- Prepare and post sales credit memos
- Enter and release sales orders, as needed
- Track and enter CHEP pallet information into the online portal
- Complete Driver Instruction Sheets
- Scan driver instructions to distribution manager
- Generate distribution reports for outgoing eggs including pick sheets and pick summaries
- Enter customer Advanced Shipping Notice information and print tags for shipping
- Distribute driver sheets to farm drivers weekly
- Ensure all changes made to driver sheets are continually updated
- Transfer reports from facility to facility
- Enter Producer Receipt Records received from the drivers
- Review incoming ungraded eggs to open consignments in NAV ERP system
- Notify dispatch of any farm supplies required by producers
- Responsible for processing small producers
- Audit the Listowel daily production record FC - 188 for errors and omissions.
- Assist with tracking information relating to the processing of organic eggs
- Manage employee egg purchases, petty cash, and bank deposits in Listowel
- Scan cheque deposits to RBC banking website
- Track employee attendance deviations, including daily infractions
- Allocate incoming mail and ensure that any suspicious mail is handled properly and is reported
- Divert all threatening phones calls, messages or electronic exchanges
- Direct customer complaints to the Customer Service Representative at the Strathroy office
- Assist Human Resources with filing, scanning and organizing paperwork
- Assist with daily production reporting including checking temporary staff hours
- Prepare orientation packages
- Manage employee lists in Alchemy training system and assist employees with accessing training
- Assist with health and safety administration, organization of records and filing
- All other duties assigned
**EDUCATION, EXPERIENCE AND SKILLS**
- Diploma in Business Administration, or an acceptable combination of education and progressively responsible experience is an asset
- Training in Microsoft Office, Word, Excel and PowerPoint programs as well as having the ability to learn in-house systems.
- Able to write and format moderately complex correspondence, including memos, letters, etc.
- Excellent writing skills, including proper spelling, grammar, and punctuation
- Superior time management skills, multitasking skills, and the ability to prioritize tasks with mínimal supervision
- Meticu
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