Receptionist & Billing Administrator

5 days ago

Edmonton, Canada ARGUS MACHINE CO LTD Full time

**PURPOSE**:
Reporting to the Controller, the Receptionist is responsible for reception duties, billing administration and office supply procurement for Argus.

**RESPONSIBILITIES**:
Role accountabilities include, but are not limited to:
**Reception**:

- Act as an ambassador to visitors, directing them as needed and ensuring you are professional and courteous in all interactions. Manage reception area.
- Maintain security and Health & Safety by advising visitors of requirements.
- Answer, screen and forward incoming phone calls, answering queries as required.
- Handle incoming and outgoing mail and faxes; open, stamp, sort and label for distribution.
- Assist with organizing meetings and/or special events, including arranging for catering, locations, and distribution of information.
- Order stationary and keep stations stocked and tidy for Edmonton offices.
- Administrative duties including: phone list maintenance, mail machine management, expense reporting, facility key distribution, building closing duties, bus passes, cards for employees.
- Manage external call center, ensuring they are kept up to date on employee availability. Review reports and summarize. Follow up on issues.

**Billing**:

- Invoice sales orders. Manage, maintain, and process orders in AX including: recording invoice number from packing slips; scanning and attaching completed production orders; create and process all invoices for Argus and credits for Manufacturing.
- Manage Microsoft Dynamics AX Mail for invoicing.
- Set up and administer complex e-billing requirements, including submitting invoices to customer portals. Maintain logon and password details as well as update portal instructions/procedures in AX as they change.
- Assist Accounting with reporting and other duties as required.

**Procurement**:

- Review office supply inventory levels; plan, create and issue purchase orders for supplies accordingly.
- Review office supply requirements and identify the most efficient and cost-effective purchase options.
- Monitor open office supply purchase orders to ensure timely delivery. Expedite orders that will negatively impact our ability to meet facility needs.
- Maintain accurate and updated purchasing records in the ERP system.
- Communicate with the Accounting department to resolve any discrepancies as required.
- Convert machine tooling quotes to purchase orders for Manufacturing weekly.
- Where applicable, ensure all purchase orders issued are to vendors on approved vendor lists, supplied by Argus QA. New vendors must be identified and approved by QA prior to purchase order release.

**POSITION QUALIFICATIONS AND EXPERIENCE**:

- High school diploma or equivalent.
- 2 + years Reception/ switchboard experience.
- 2+ years’ relevant work experience in Billing, Procurement or equivalent role in a manufacturing environment.
- Experience in a manufacturing environment is beneficial.
- Excellent written and spoken English.
- Customer service-oriented, with strong communication and interpersonal skills.
- Intermediate / expert use of Excel with proficiency in rest of Microsoft Office Suite required.
- Intermediate use of Adobe, to scan and clean up PDFs.
- Experience of Microsoft AX preferred.
- Knowledge of safe work practices, Quality Assurance requirements, and Continuous Improvement (Lean Manufacturing) principles and the ability to impart that knowledge to others.

**WORKING CODITIONS AND PHYSICAL REQUIREMENTS**:

- Office environment, extended sitting, phone & computer use.
- 8-hour work day: 7:45 am - 4:30pm.
- Our core competencies and company benefits information is found on our careers page.

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