Receptionist & Administrative Assistant

Job Responsibilities

1. Reception & Telephone Duties

• Serve as the primary point of contact for incoming telephone calls.
• Answer, screen, and direct calls to the appropriate department or staff member.
• Receive and assist visitors, drivers, customers, and suppliers in a professional and courteous manner.
• Handle general inquiries and provide information as required.
• Maintain a professional and organized reception area.

2. Loblaws Invoice & POD Management

• Match Loblaws invoices with corresponding packing slips and ensure all documentation is accurate.
• Verify Proof of Delivery (POD) against invoices and packing slips.
• Maintain and update the POD status spreadsheet for each delivery.
• Review both new and outstanding PODs received from stores and update their status accordingly.
• Monitor outstanding PODs to ensure all required documentation is received for payment processing.
• Prepare and regularly email outstanding POD lists to the Loblaws team to request missing documentation and provide progress updates.
• Maintain organized records of invoices, packing slips, and POD documentation.

3. Loblaws / Shipper Invoicing

• Prepare invoices based on information provided on packing slips.
• Review invoice information for accuracy before processing.
• Maintain proper supporting documentation for invoicing and record-keeping.

4. Driver Logs & Daily Run Records

• Review driver logs from the previous day to ensure delivery receipts have been returned.
• Check driver logs for completeness and accuracy and update missing information when required.
• Record driver and truck information in the appropriate fuel and toll summary spreadsheet.
• Scan and electronically file completed driver logs in the Daily Run Log under the appropriate month.
• Maintain organized and accurate driver documentation for record-keeping purposes.

5. Driver Expense Processing

• Collect and organize driver expense envelopes and supporting documentation.
• Sort expense documents and prepare copies for the appropriate personnel and expense records.
• Calculate total driver expenses and prepare the Driver Expense Report.
• Enter and post driver expenses in Sage.
• Print the posted Sage batch and attach it to the supporting expense documentation.
• Maintain organized records of driver expenses and supporting documents.

6. Cheque & Payment Records

• Record cheque details accurately in the appropriate spreadsheet.
• Maintain organized records of cheques received and related documentation.
• Assist with payment-related administrative duties as required.

7. General Administrative Duties

• Maintain office supplies and arrange for the purchase of stationery and other office materials.
• File, scan, copy, and organize administrative and accounting documentation.
• Assist with general office administration and record-keeping.
• Provide administrative support to the Controller, management, and other departments as required.
• Perform other duties and special assignments as directed by the Controller or management.

Work Location: In person