Executive Support Specialist

1 month ago

London, Ontario, Canada Samuel, Son & Co. Full time

At Samuel, we recognize that each team member contributes distinct and valuable skills, experiences, and insights to our successful organization, which has thrived for over 167 years in the metal industry. We provide numerous opportunities for our employees to enhance their careers, empowering them to make informed decisions and actively participate in fostering positive change within our company and the communities we serve. If you are looking for an inclusive, supportive, and welcoming workplace to leave your mark and advance your career, we offer the programs, culture, and opportunities to help you achieve that. Together, we are stronger.

Benefits We Offer:

  • Competitive compensation
  • Health and dental benefits fully covered by the company
  • Paid time off and an annual bonus
  • Defined Contribution Pension Plan with employer matching
  • Tuition reimbursement program
  • Provision or reimbursement for protective personal equipment
  • On-the-job training

Key Responsibilities:

Accounts Payable:

  • Processing A/P invoices – handling incoming mail, emailed invoices, matching received purchase orders to invoices, and entering data into the ERP system (IndustriOS) for posting.
  • Preparing cheque runs and EFT payments as necessary.
  • Managing vendor information (addition, removal, updates) in the ERP system (IndustriOS).
  • Calculating cash disbursements.
  • Preparing for month-end activities, ensuring purchase order receipts and accruals are accounted for.

Accounts Receivable:

  • Completing customer invoicing and credits in the ERP system (IndustriOS) and distributing them to customers.
  • Managing customer payment receipts, including account and bank reconciliations.
  • Conducting customer collections and reporting on A/R status.

Purchasing:

  • Handling MRO purchasing, including cycle counts, creating purchase orders, and vendor management.
  • Creating and distributing purchase orders as required for MRO and services.
  • Receiving purchase orders in the ERP system.

Support Functions:

  • Providing customer service support, including order entry, product quoting, customer communications, freight quoting, and coordinating shipments.
  • Managing general file organization – both hardcopy and electronic for accounts receivable/payable, inventory transactions, manufacturing orders, and quality assurance.
  • Releasing production orders to the manufacturing floor.
  • Generating various reports, including income statements and balance sheets as needed.
  • Ensuring accuracy in reports, figures, and postings.
  • Preparing and receiving courier shipments as necessary.
  • Managing switchboard operations.
  • Handling incoming mail.

Required Skills and Qualifications:

  • Exceptional communication skills, a friendly demeanor, and the ability to collaborate with diverse personalities.
  • Strong attention to detail and the capability to multitask effectively.
  • Ability to remain calm under pressure.
  • Excellent organizational skills to manage various internal demands and conduct timely follow-ups.
  • Flexibility and adaptability to address changing priorities.
  • Proficient computer skills, particularly in MS Office, with a strong emphasis on Excel; experience with IndustriOS and Sage is advantageous.
  • A positive attitude and the ability to thrive in a team-oriented environment.

Additional responsibilities may be assigned as needed.

At Samuel, we are committed to fostering a culture of equality. Respect and integrity are fundamental to our values. We strive to build and embrace a diverse workforce and create an environment that is open and inclusive for all.

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