Administrative Assistant
1 month ago
**Job Summary**
**Responsibilities**
- Daily Processing and Reconciliation:_
- Pick up mail at PO Box
- Process the Kardteck summary for FS partners from Mitchell Cardlock in the daily file.
- Import Petro Pass data into WTBS for seamless integration and record-keeping.
- Fold and sort daily/weekly invoices to be mailed to customers
- Pre-print and sort tickets to WTBS system.
- Dispatch drivers from call-ins.
- Coordinate the AWE system with the WTBS system and driver tickets.
- Batch out the AWE system balance and post to inventory and Accounts Receivable.
- Record credits from bank daily and source back-up documents and post to Accounts Receivable.
- Coordinate prudent operations, reporting any deficiencies to the Operation Manager.
- Customer Account Management:_
- Set up and maintain customer accounts as required, ensuring all details are accurate and current. Ensuring current carbon tax certificates, furnace oil certificates, comprehensive inspections of oil-fired appliances and finally gas checks for Red Cap are completed.
- Set-up work order for Rob to complete inspections.
- Issue SuperPass cards to customers through various platforms, including the SuperPass website, WTBS, Mitchell cardlock, and spreadsheet. Track PIN numbers for customers.
- Handle customer inquiries promptly and professionally, providing excellent customer service.
- Communication and Support:_
- Point person to answer phones, addressing customer and internal inquiries with professionalism and efficiency as assigned.
- Weekly and Monthly Tasks:_
- Process ABW payments for ANS and orders to drivers every Monday for the weekend, including the FS partners weekly cardlock invoice and associated communications.
- Poll and price Mitchell cardlock every Monday for previous week’s sales.
- Perform SuperPass and US SuperPass invoicing and balancing every Wednesday.
- Invoice specific cardlock customers and process credit card payments every Friday.
- Post water heater rentals from Town & Country.
- Maintain an up-to-date spreadsheet for journal entries, income, and expenses to facilitate month-end balancing.
- Match/Reconcile Red Cap (Core Fuels) invoices to our invoices and invoice customers
- Month-End Responsibilities:_
- Process customer statements promptly at month-end.
- Poll and price Exeter cardlock sales
- Poll and price Mitchell cardlock sales
- Order SuperPass cards as needed through the SuperPass website.
- Address any issues related to fraudulent activity on SuperPass accounts.
- General Administrative Duties:_
- Keep accurate and detailed records to support financial audits and reporting.
- Maintain and renew TSSA licensing, vehicle (CVOR) licensing and inspections if required.
- Coordinate all incident and near miss reports, following up if needed.
- Ensure the office is properly secured by locking it up and setting the alarm system at the end of the day.
- Phone on night mode if last person in.
- Order office supplies as needed.
- Any other duties as needed and assigned
Pay: $45,000.00-$55,000.00 per year
**Benefits**:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
Schedule:
- Monday to Friday
**Education**:
- Secondary School (preferred)
**Experience**:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)
**Language**:
- English (preferred)
Work Location: In person
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