Administrative Assistant

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.

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 efficient and up-to-date manual and automated filing system appropriate to the activities of the location, including inventory and customer database.

Operates office machines, such as