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Added 8 mins ago
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Mortuary Assistant - Pathology
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Saskatoon, SK
Full-time
…the wider community. The post-holder will act as a Mortuary Assistant at the main Queen Elizabeth University Hospital Mortuary, and the various satellite mortuaries operated by NHSGG&C.…
Added 6 hours ago
Mortuary Assistant - Pathology
NHS Scotland
Saskatoon, SK
Full-time
…the wider community. The post-holder will act as a Mortuary Assistant at the main Queen Elizabeth University Hospital Mortuary, and the various satellite mortuaries operated by NHSGG&C.…
Added 7 hours ago
Pharmacy Assistant, L1
CareRx Corporation
Burnaby, BC
$18 to $22 USD / hour
Full-time
CareRx is looking for a Pharmacy Assistant, L1to join our Pharmacy team in supporting a group of LTC Homes and Retirement Communities. The Pharmacy Assistant will assist with the…

Gaia

Receptionist & Administrative Assistant

Vaughan, ON, Canada

Job type: Full-time
Apply by: Mar 30, 2027
Posting language: English
Posted: Oct 1, 2026

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Original job description

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

Apply About employer

More about this job

Responsibilities

Manage reception and telephone duties, assist visitors, and provide general administrative support to management and other departments. Process invoices, packing slips, proof-of-delivery records, driver logs and expenses, cheque records, and related documentation, including entering driver expenses in Sage.

Requirements

The posting does not specify formal education, experience, or certification requirements. The duties call for accurate document handling, organized record-keeping, professional communication, and administrative and accounting support.

Skills

Reception
Telephone Handling
Customer Service
Invoice Processing
Proof Of Delivery Management
Document Verification
Spreadsheet Management
Record-Keeping
Data Entry
Driver Log Review
Expense Processing
Sage
Filing And Scanning
Office Administration
Attention To Detail

Visa sponsorship

Not detected in the job text

Keywords

Reception
Telephone Duties
Visitor Assistance
Loblaws
Invoices
Packing Slips
Proof Of Delivery
POD Tracking
Spreadsheet
Shipper Invoicing
Driver Logs
Daily Run Log
Fuel And Toll Records
Driver Expenses
Driver Expense Report
Sage
Cheque Records
Payment Administration
Document Management
Filing
Scanning
Office Supplies
Accounting Documentation
Controller Support

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