JOB DESCRIPTION

Reporting To:
Administration Manager
Key Accountabilities:
(25%) Billing: Invoice all customers for their purchases
(25%) Receiving: Receive all purchased incoming goods in our Rubicon ERP system
(25%) Accounts Payables: Process vendor invoices for payment in our Rubicon ERP system and all company expenses in Workday
(15%) Process materials and empty reels returned from customers and to be returned to vendors
(10%) General Administrative Support

Main Responsibilities:

• Ensure all job functions are performed under our Standard Practice Instruction (SPI) Manual.
• Generate and issue accurate customer invoices promptly.
• Prioritize daily tasks and assist with office planning to ensure smooth workflow and alignment with company goals and proper SOPs.
• Answer inbound phone calls in a professional and timely manner as required, and redirect calls to appropriate departments;
• Take initiative and assist co-workers when needed (backing up hours for co-workers on vacation);
• Participate in meetings as required, taking notes and providing documents and meeting minutes;
• Handle all incoming and outgoing mail;
• Assist with reporting, documentation, presentations, and other items as required;
• Maintain organized physical and electronic filing systems and spreadsheets to ensure records are easily accessible and up-to-date;
• Work with our Receiving Department in a coordinated manner to process all incoming material for inventory in our ERP system, solving issues when needed;
• Bill customer invoices for all orders that have shipped out or picked up, in a timely and accurate manner;
• Provide after billing sales support to customer orders as needed;
• Accounts Payables: process all vendors and suppliers’ invoices for payment in our ERP system;
• Answer vendors and suppliers’ inquiries regarding payments and statements;
• In collaboration with Sales, Logistics and Receiving departments, ensure that all customer returns are processed in our ERP system;
• Process payments on the credit card machine from customers out of London, as requested by Sales teams;
• Close the debit machine daily, generating and sending reports to our Credit Department;
• Order all London office and warehouse supplies, keeping track of goods delivered;
• Keep the coffee bar stocked and organized;
• Ensure that conference rooms, meeting rooms and reception areas are organized and clean;
• Maintain contact lists;
• Assist with monthly birthdays and other internal events and celebrations;
• Handle sensitive company information with discretion, adhering to confidentiality policies and guidelines;
• Ensure that all office operations are compliant with internal procedures;
• Perform any other duties as required by management.

Qualifications:

• High school diploma (post-secondary education is considered an asset);
• Ideally 1-2 years of experience as administrative assistant or similar role;
• Excellent verbal and written communication skills;
• High level of computer skills, including Microsoft Office programs (Excel, Outlook);
• Detail-oriented with excellent organizational and time management skills;
• Proactive, positive and professional attitude;
• Highly motivated, creative thinker with good problem-solving skills;
• Good interpersonal and communication skills written and spoken;
• Comfortable interacting with team members, clients, and vendors;
• Ability to work as a team player as well as an independent thinker;
• Ability to multitask and prioritize tasks efficiently in a fast-paced work environment;
• Ability to show flexibility in response to change and accommodate new methods and procedures;
• Strong ability and desire to develop and grow skills.

• Ensure all job functions are performed under our Standard Practice Instruction (SPI) Manual.
• Generate and issue accurate customer invoices promptly.
• Prioritize daily tasks and assist with office planning to ensure smooth workflow and alignment with company goals and proper SOPs.
• Answer inbound phone calls in a professional and timely manner as required, and redirect calls to appropriate departments;
• Take initiative and assist co-workers when needed (backing up hours for co-workers on vacation);
• Participate in meetings as required, taking notes and providing documents and meeting minutes;
• Handle all incoming and outgoing mail;
• Assist with reporting, documentation, presentations, and other items as required;
• Maintain organized physical and electronic filing systems and spreadsheets to ensure records are easily accessible and up-to-date;
• Work with our Receiving Department in a coordinated manner to process all incoming material for inventory in our ERP system, solving issues when needed;
• Bill customer invoices for all orders that have shipped out or picked up, in a timely and accurate manner;
• Provide after billing sales support to customer orders as needed;
• Accounts Payables: process all vendors and suppliers’ invoices for payment in our ERP system;
• Answer vendors and suppliers’ inquiries regarding payments and statements;
• In collaboration with Sales, Logistics and Receiving departments, ensure that all customer returns are processed in our ERP system;
• Process payments on the credit card machine from customers out of London, as requested by Sales teams;
• Close the debit machine daily, generating and sending reports to our Credit Department;
• Order all London office and warehouse supplies, keeping track of goods delivered;
• Keep the coffee bar stocked and organized;
• Ensure that conference rooms, meeting rooms and reception areas are organized and clean;
• Maintain contact lists;
• Assist with monthly birthdays and other internal events and celebrations;
• Handle sensitive company information with discretion, adhering to confidentiality policies and guidelines;
• Ensure that all office operations are compliant with internal procedures;
• Perform any other duties as required by management