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Office Administrator

1 month ago

Markham, Canada Markham Distributor Full time

Role: Customer Service Advisor/Office Administrator (Includes Supporting Accounts Payable & Accounts Receivable)

Customer Service Advisor at Heart Industries, you are the first point of contact. Responsibilities include accurately entering and managing customer orders, addressing inquiries, and providing product information. Collaborating

with sales, logistics, and other teams, you'll ensure seamless communication. This role requires maintaining a high

standard of customer service, resolving issues promptly, and updating clients on order statuses. This position

requires excellent communication skills, attention to detail, and a customer-centric mindset to uphold Heart

Industries' commitment to delivering exceptional products and service. This role also includes supporting AR & AP

team as required with accounts payables, invoicing, collections, inventory.

Order Entry:
Accurate Order Entry: Enter customer orders into the system with precision, ensuring all details are correct.

Order Verification: Review orders for accuracy, checking product availability and pricing.

Order Confirmation: Communicate order confirmations to customers, providing details such as delivery times and

order status.

Coordinate with Sales: Collaborate with the sales team to address special customer requests or unique order

requirements.

Customer Service:
Incoming Phone Calls & Inquiry Handling: Respond to customer inquiries promptly, providing information on

products, services, and order status.

Service Resolution: Address and resolve customer concerns, including shipping issues, product defects, or billing

discrepancies.

Communication: Maintain clear and effective communication with customers throughout the order fulfillment

process.

Returns, Credits: Manage the process for returns and exchanges, partner with Warehouse Manager to coordinate

pickups.

Cross-functional Collaboration: Work closely with operations, finance, and sales teams to ensure a seamless

customer experience.

Maintain Customer Records: Keep customer records updated with accurate information, preferences, and

interaction.

Skills Required:
1. Administrative Skills:

- Organizational abilities
- Time management
- Record keeping and filing
- Communication skills (written and verbal)
- Proficiency in office software (Microsoft Office, Google Suite, etc.)
- Scheduling and calendar management

2. Order Entry Skills:

- Data entry accuracy
- Familiarity with order processing systems/software
- Attention to detail
- Inventory management skills
- Ability to coordinate with different departments for order fulfillment

3. Accounts Payable (AP) and Accounts Receivable (AR) Skills:

- Knowledge of basic accounting principles
- Experience with invoicing and billing processes
- Handling payments and receipts
- Vendor management for AP
- Customer communication for AR

4. Technical Skills:

- Familiarity with CRM systems for order tracking
- Ability to learn and adapt to new software/systems quickly

5. Analytical Skills:

- Problem-solving abilities
- Attention to discrepancies or errors in orders, invoices, or payments
- Ability to generate reports and analyze data related to orders, payments, etc.

6. Teamwork and Collaboration:

- Ability to work with cross-functional teams (sales, finance, warehouse, etc.)
- Collaborative attitude and willingness to assist others when needed
- Strong interpersonal skills

7. Adaptability and Multitasking:

- Capability to handle multiple tasks simultaneously
- Adaptability to changing priorities in a fast-paced environment

8. Professionalism and Ethics:

- Integrity in handling sensitive financial information
- Adherence to company policies and financial regulations

**Salary**: $20.00-$23.00 per hour

Expected hours: 40 per week

**Job Types**: Full-time, Permanent

**Salary**: $20.00-$23.00 per hour

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Markham, ON L3R 3W1: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Language**:

- English (preferred)

Work Location: In person