Administrative Support Specialist

1 week ago

Région d'Oka Oka, Canada Fed Supply Full time

We are Fed Supply, a specialist in supply chain, logistics, and customer service. Our team speaks your language and operates in your world.

Located on the North Shore of Montreal, we assist our customers in the distribution sector to find highly skilled administrative coordinators. This role is ideal for those with experience in shipping coordination, customs procedures, and administrative tasks.

Responsibilities:

Office Operations:

  • Process incoming mail and manage shipments with various carriers.
  • Prepare registered mailings through Canada Post, including tracking numbers for contest reports.
  • Ensure stationery supplies are up-to-date and maintain supplier accounts.
  • Coordinate timely delivery of gifts, samples, and training materials to hotels.
  • Maintain organized files for different departments' order forms, sales reports, and more.

Accounting:

  • Monitor incoming emails and print freight bills, verifying them with carrier's documents.
  • Collaborate with the accounting team to transfer invoices to the accounting software at the end of each month.
  • Manage the filing of invoices on a monthly basis with proper approvals.

Customs:

  • Compare prices of carriers based on destination and goods prior to invoicing shipments.
  • Prepare necessary transport documents for shipments, including Bills of Lading (BOL) and invoices.
  • Maintain a registry for customs and GST fees payable at the end of each month.

Requirements:

Qualifications:

  • High school diploma or equivalent; relevant college degree or coursework preferred.
  • Previous experience in shipping coordination, customs procedures, and administrative tasks.
  • Strong familiarity with shipping carriers such as Purolator, FedEx, and Canada Post.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting software.
  • Excellent organizational skills and attention to detail.
  • Strong written and verbal communication skills, in English and French.
  • Ability to multitask and prioritize effectively in a fast-paced environment.

Additional Requirements:

  • Knowledge of customs regulations and procedures is a significant advantage.
  • Strong problem-solving skills and a proactive approach to addressing challenges.
  • Ability to work collaboratively in a team and communicate with various departments.

Why English is Required:

This role requires English proficiency due to international customer interactions, collaboration with English-speaking partners, and drafting documents in English.

Application Process:

Candidates can apply through our website: www.fedsupply.ca

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