Administrative Assistant

Administrative Assistant - FS PARTNERS - Alliston, ON

**FS PARTNERS**, a division of GROWMARK, Inc., is a great company for which to work, large enough to offer solid career opportunities and great benefits, but with a friendly, personal feel. At FS PARTNERS, we specialize in agronomy, energy products and grain marketing. We are driven to deliver innovative solutions to help improve the profitability of our customers and farmer owners.
We have more than 150 employees and serve approximately 15,000 customers across southwestern and central Ontario. The people we hire are professional, courteous, knowledgeable and self-motivated, and supported by ongoing training programs such as FS University.**PURPOSE AND SUMMARY STATEMENT**
- Under the direction of the Branch Manager, the Administrative Assistant performs a wide variety of administrative
support and office clerical functions, including data entry, controlling, and processing all invoices and receiving, as
well as providing customer service. They are also responsible for reconciling and maintaining cycle counts of the
inventory. Promotes FS PARTNERS’ products and services to allow FS PARTNERS to achieve profitable
objectives. Unusual problems are referred to the Branch Manager.**SUPERVISION AND LEADERSHIP**
- No responsibilities.**ESSENTIAL JOB FUNCTIONS**
- Serves as the primary backup to other Administrative positions.- Communicates with customers, employees, and other individuals via telephone or in person to answer queries,
screens inbound telephone calls, disseminate or explain information, take orders and address complaints, and/or
redirects calls to the appropriate personnel, as well as receives and directs visitors.- Prepares delivery tickets/bills of lading and quantities shipped prior to completing the customer invoice.- Performs general office duties such as, opening, dating, sorting, distributing mail, as well as preparing courier bags
for pickup, distributing, updating forms, address labels, mailing lists, and office materials inventory, filing daily all
delivery and receiving paper work, maintaining customer files.- Counts, sorts, or weighs incoming goods, verifies the receipt of items against shipping notice. Records and checks
quantity and quality of goods received for conformity to purchase orders and specifications, and communicate as
well as coordinates with appropriate supplier or customer on returns, rejections, and credits. Promptly submits
proper documents and notification to accounts payable.- May be required to verify and/or match customer contracts, bookings, store products in the assigned location in or
around the warehouse, as well as grade grain for quality and assist with scale ticket input.- Performs various accounting functions, such as prepares receiving, vouchers, requisitions, coding ledger account
numbers on expense invoices and customer invoices daily, including direct shipments and interbranch transfers, in
computer system.- May be required to assist in reconciling month end inventories, receiving and ensuring transactions are inputted in
the correct month end period. Corrects computer inventory values, as directed by supervisor or as pertaining to
cycle count or physical inventory and tracks discrepancies.- Verifies internal consistency, completeness, and accuracy of documents, and corrects any errors in documents
including customer contracts/bookings- May be required to implement, and support effective grain marketing programs such as forward contracting,
communicating price with customer, storage rates for delivery into company facilities and into direct delivery
markets.- Liaises with suppliers to solve outstanding orders, shipping discrepancies, and enquiries on products and services.- Ensures all customer records are updated on the computer system, while receiving, shipping, contracts, advances,
cheques, and bookings are matched and kept up to date, as well as rolling contracts.- Collects deposits or payments as they are received and assists with customer statement reconciliation. May be
required to administer and disburse petty cash.- May be required to review time card data and prepares weekly payroll hours and reports and sends to Head Office.- Completes all administrative functions related to substantial purchases including grain contracts and settlements
and ensures they reflect the correct pricing, quantities etc.- Prepares reports for month end and reporting purposes, usually on computer, following well established procedures;
Resolves customer service or billing complaints by performing activities such as updating the computer system with
delivery, booking, or contract information or referring unresolved customer grievances to designated departments for
further investigation, issues credits for returns and approved claims.- Ensures that adequate operating levels of office supplies are maintained, by preparing and processing requisitions
and verifying completed purchase orders.- Develops and maintains