LUBRICANTS ADMINISTRATIVE ASSISTANT

Founded in 1989, AFD Petroleum is a leading independent supplier of fuel, lubricants, and storage solutions across Alberta, B.C., Yukon, and Alaska. With over three decades of experience, we’re committed to delivering reliable service, innovative solutions, and lasting value, centered on our people, our customers, and our communities.

Job Summary: Our Lubricant Administrative Assistant keeps our lubricant division organized and our customers well looked after. You’ll be the first point of contact for calls and visitors, schedule couriers and deliveries, process lubricant orders and invoices, take customer payments, and keep our product documentation current. 

Your Schedule

Full-time, permanent, Monday to Friday, 8:00 a.m. to 5:00 p.m., at our Edmonton warehouse. Some overtime and after-hours work may be required.

Why AFD:

• Great health and insurance benefits – medical, dental, vision, life insurance, disability, AD&D – because we believe in taking care of yourself.
• Discount on fuel.
• Career development.
• Paid orientation & training.
• Personal/Sick Paid Days.

What you will do day-to-day:

• Answer and route calls, e-mails, and visitors to the warehouse office, and cover head office phones when reception is away.
• Help our customers with lubricant orders, documentation, and delivery status.
• Schedule couriers and coordinate inbound and outbound deliveries with the warehouse team.
• Receive shipments and complete PO receiving, matching paperwork to purchase orders.
• Process lubricant orders, invoices
• Take customer payments by cash, debit, or credit card, and provide reconciliation information to Accounts Receivable.
• Complete monthly inventory administration and reporting.
• Prepare work orders, reports, and bills of lading, and keep Safety Data Sheets (SDS) and product data sheets up to date.
• Keep lubricant division records organized on the shared drive.
• Coordinate division meetings and workshops, and take meeting minutes.
• Support our branches with orders

What you need to succeed:

• High school diploma.
• 2+ years’ experience in an administrative role.
• Strong working knowledge of MS Word, Excel, Outlook, and Adobe.
• Professional written and verbal communication skills, and a friendly, customer-first approach.
• Strong organization and accuracy, with the ability to juggle multiple priorities and frequent interruptions.
• Ability to work in a warehouse environment and lift up to 50 lbs occasionally.

Extra skills and Knowledge:

• Experience with order processing, invoicing, receiving, or inventory administration.
• Experience with Microsoft Dynamics 365 Business Central, or another ERP or inventory system.
• Experience in the fuel, lubricants, transportation, or oil and gas industry.

As part of the interview process, all candidates will undergo a successful completion of pre-employment requirements, including a criminal record check and employment reference verification, and an offer will be contingent upon the successful pre-employment checks.

AFD Petroleum is an equal opportunity employer. We serve communities across Western and Northern Canada, and we believe our team is stronger when it reflects them. We encourage applications from Indigenous peoples, women, persons with disabilities, racialized people, 2SLGBTQI+ people, and people of all backgrounds. All qualified candidates will be considered without regard to any characteristic protected by applicable human rights law. Accommodations are available at every stage of the hiring process. Please contact HR@afdpetroleum.com.

People are our greatest asset, and we promote a safe and friendly workplace built on open communication, teamwork, and personal growth.

Thank you for your interest in AFD Petroleum. We review every application and will contact candidates selected for an interview.

No agencies please.