Logistics Administrator

Job Summary

Bayview Flowers is a family-run organization that operates under 240,000 square feet of greenhouses, specializing in the cultivation of potted plants and cut flowers. With a commitment to quality and customer satisfaction, we are expanding our operations to better serve our clients across North America.

This position is accountable for the overall logistics administration including the efficient and effective cross border shipping processes and documentation, balancing of accounts, and acting as backup for the Administration team.

Job Responsibilities

• Prepare driver information, truck information, and product information to complete ACE/ACI forms. Verify information accuracy.
• Prepare trip reports, floats, meal allowances, and EZ Pass forms for Bayview Flowers drivers, collect driver logs, and pay invoices from trips.
• Use IM39 forms to confirm delivery locations and freight. Confirm cost from outside carriers for logistics billing.
• Prepare backhaul and downhaul invoices.
• Enter mileage into ProMiles and create an IFTA report for fuel tax reimbursement.
• Calculate driver's payroll information and submit to the Office Manager
• Tracking of the original customer Bill of Lading's (BOL's) from our drivers and outside carriers. Ensure the BOL's are complete and accurate, send the BOL's to customers to be submitted for payment.
• Assist in the maintenance of inventory supplies and share with the Administration Team in the running of errands as needed.

Job Specific Qualifications

• Completion of Ontario Secondary School Diploma
• Office and/or business administration knowledge is required.
• Ability and comfortability using Fuel Sentry, ProMiles, MS Excel and Word, CrimsonLogic, and the Internet.
• Strong communication and organizational skills, ability to remain calm in stressful situations.
• Able to prioritize and multi-task.
• Able to function in a team oriented and fast paced environment.
• Commitment to accuracy, attention to detail and problem solving.

Areas of Accountability:

• Cross Boarder Shipping
• Process Invoices
• IFTA Reports
• Accounts Balanced (monthly)
• Working Receptionist
• Reimbursement for Driver Expenses and Balance Floats

Reporting Relationship:

• Reports directly to the Logistics Manager
• Back up for Accounts Payable/Shipping Clerk
• Internally, work closely with office administration team to ensure office processes run smoothly.
• Work closely with dispatch and logistics to ensure shipments are prepared correctly.
• Provide reports to Controller for EZ Pass.
• Externally, communicate with outside carriers to ensure they have correct shipping documents

Job Type: Fixed term contract

Contract length: 6 months

Pay: $20.00-$25.00 per hour

Expected hours: 40 per week

Work Location: In person