A/r Clerk and Office Administrator

The Opportunity

Red Deer Bottling Co. Ltd. has been the local distributor of Coca-Cola products since 1911. Our company has deep roots in Central Alberta and our team is committed to exceptional service and delivery. Our mission is to quench the thirst of Central Alberta while growing along side the communities we serve. We are committed to providing refreshing experiences, supporting local, and making Coca-Cola products the beverage of choice throughout Central Alberta.

We are seeking a detail-oriented and dependable A/R Clerk and Office Administrator to join our team. This hybrid role combines ownership of the Accounts Receivable (A/R) function with administrative office support, playing a key part in ensuring accurate financial operations and smooth daily office workflows.

Accounts Receivable and Office Administrator ensures excellence in customer service and organizational efficiency. They adeptly manage accounts receivable processes, maintain accuracy, and provide vital support to office functions, fostering a culture of efficiency and contributing to our success.

With dedication and precision, our Reception and Office Administrator upholds our commitment to excellence in customer service and organizational effectiveness.

This role reports to the Office Manager

Management or the Management Team refers to Managers and VPs of the Company.

Key Responsibilities

Accounts Receivable
- Manage all aspects of accounts receivable processes across multiple customer accounts.
- Generate and send customer invoices in a timely and accurate manner.
- Monitor outstanding receivables and follow up on overdue accounts to ensure prompt payment.
- Maintain accurate records of payments, credits, and customer account histories.
- Work with internal teams and customers to resolve billing issues and disputes.
- Maintain and uphold customer payment terms and credit limits.
- Generate aging reports and provide updates on A/R status to management.

Reception and Customer Service
- Processing Customer Orders: Process orders from calls, walk-ins and online portals, and coordinate with relevant departments to ensure timely fulfillment.
- Sending Customer Invoices: Manage the process of sending customer invoices both digitally and by mail, ensuring accuracy and timeliness.

Data and File Management
- Data Excellence: Must have a strong understanding of the importance of data management as it applies to our day-to-day processes and use of Computer systems. This includes but is not limited to inventory counts, ordering product when backfilling,
- Creation of New Customers: Create and update customer profiles in our operating system as required, ensuring completeness and accuracy of information.
- Customer Data Management: Maintain and update all customer data accurately and securely.
- Excel Spreadsheets: Develop and maintain Excel spreadsheets for various administrative purposes.
- File Maintenance: Organize and maintain physical and digital files in an efficient and accessible manner. Support general filing, document maintenance and the transition to electronic filing systems.

Accounting and Financial Support
- Bank Reconciliations: Complete monthly bank reconciliations to ensure accurate matching of transactions. Investigate and resolve discrepancies between bank statements and internal records.
- Accounting Support: Assist with various accounting tasks including processing credit card payments, daily deposits, and balancing coin and cash daily.
- Monthly Reporting: Prepare month-end reports summarizing key financial and operational metrics.

Office Administration
- Backfill and Departmental Support: Provide administrative support to all departments and staff as needed, assisting with tasks ranging from data entry to file maintenance. Backfill for other office functions including driver and route settlements, ensuring accuracy in inventory and settlement documentation.
- Executive Support and Special Projects: Provide administrative support to members of the executive team and contribute to special projects as needed.
- Supply Management: Order and inventory office supplies, ensuring adequate stock levels at all times.

General Responsibilities:

- Customer Service: Deliver exceptional customer service to internal and external stakeholders, addressing inquiries and concerns professionally and promptly.
- Data Entry: Enter information into software systems as well as Simply Accounting with a high level of accuracy.
- Team Collaboration and Coverage: Work collaboratively with other office members to achieve team goals and contribute to a positive working environment. This role will be asked to backfill others in the office as needed.
- Support External Marketing Initiatives: Assist in supporting external marketing initiatives, which may include coordinating promotional materials, liaising with vendors, and organizing marketing events.
- Physical Requirements: Must be able to sit/stand for extended periods, lift up to 50lbs,