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
