Office Administrator

3 weeks ago

Calgary, Canada BOSS Lubricants Full time

Boss is a major manufacturer, wholesaler and distributor of premium industrial and commercial lubricant products, supplying them throughout Central and Western Canada and the Northern and Central United States. With our continued growth strategy and our goal to maintain our reputation in Western Canada, we are looking for an Office Administrator to join our Oil Drop Store in Calgary to help them achieve greater efficiencies and maximize production levels to satisfy increasing demands. We are looking for someone who has courteous customer service skills, portrays a professional image and first smile for all incoming visitors to BOSS.

**Responsibilities**:
**Phones/Customer inquiries**
- Answer incoming calls on BOSS’ busy switchboard both promptly and professionally and transfer calls to the appropriate personnel;
- Take written messages when personnel are not available;
- Page employees for urgent calls;
- Assist customers with initial inquiries or defer to the appropriate Sales personnel as necessary;
- Transfer calls to the “night” answering machine at the end of business day;
- Communicate with staff to appreciate their whereabouts to minimize delays in customer or external inquiries;
- Page warehouse service personnel to assist customers with product delivery;
- Respond to customer inquiries in regards to outstanding deliveries, based on established delivery schedules.

**Incoming Mail**
- Sort and distribute incoming personal and confidential mail into personalized mail boxes;
- Open, date stamp and review all general mail addressed to BOSS and distribute it to the appropriate person or area of responsibility for further action;
- Prepare all out-going mail and ensure it is correctly packaged for the appropriate method of shipping (ie. Surface mail, Courier, etc.);
- Organize courier requests and contact couriers as appropriate.

**Invoicing and Deposits**
- Date stamp and alphabetize all incoming cheques;
- Prepare bank deposits and cash receipt deposits;
- Photocopy cheques;
- Process payments using Visa and/or Interac machines as required;
- Transfer cheque information into the daily spreadsheet;
- Daily invoicing;
- Assist with accounts receivables under the guidance of the Accounting team.

**Administration and Office Support**
- Respond to fax requests and distribute incoming faxes to the appropriate recipients;
- Send faxes as requested and advise fax senders of unsuccessful transmissions;
- Assist in typing up work orders;
- Enter order requests and bills of lading efficiently and accurately into computer system and produce copies as required;
- Provide all data entry and processing support for applicable computer systems and programs supporting the sales team;
- Assist the Sales/Branch Manager coordinating mail or electronic mail-outs to customers;
- File paperwork as necessary;
- Contact service providers for any service calls or issues related to the photocopier, fax machine, stamp machine, or other office equipment;
- Maintain the boardroom reservation system, clean the boardroom following each meeting to ensure the area is tidy for the next guests;
- Create a database for customer account profiles and enter and maintain client data;
- Update the Office Administrator’s “user manual” on what to do and who to call when others need to replace the incumbent at the reception desk during absences or vacation;
- Support company policies and procedures;
- Assist with general office duties;
- Other duties as required.

Pay: $39,000.00-$42,000.00 per year

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- RRSP match

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Ability to commute/relocate:

- Calgary, AB T2C 1R4: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Office Administration: 3 years (preferred)

Work Location: In person

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