LUBRICANTS ADMINISTRATIVE ASSISTANT

at  AFD Petroleum Ltd

JOB SUMMARY

The Lubricant Administrative Assistant is responsible for a wide variety of administrative duties, including typical secretarial and receptionist duties in addition to more complex functions and services, such as scheduling of couriers and processing of Oil / Lubricant invoices for our Customers. Other responsibilities will include assisting the management in handling of all warehousing and distribution functions at AFD Petroleum Ltd.’s warehouse facility.

OTHER KEY SKILLS (OR PRODUCT KNOWLEDGE)

• N/A

EDUCATION

• High school diploma or equivalent.
• Proven experience in an administrative or support role, preferably within the lubricant or related industry.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with ERP systems.
• Ability to manage multiple tasks and prioritize effectively.
• Customer-focused with a proactive and problem-solving attitude.

• Provide direct administrative and office management support to all members of the warehouse staff, as directed by the Warehouse Manager, either by verbal or written instruction
• Coordinate the logistical aspects of team programs, such as meetings, seminars and workshops
• All deliveries should be communicated to the Warehouse Lead for scheduling
• Complete all aspects of Inventory on a monthly basis excluding counts
• Develop and review documents such as work orders, reports, SDS, and product data sheets.
• Receive and screen all inbound telephone calls, e-mails, and visitors to the office; refer and/or redirect calls, e-mails, or visitors as applicable
• Cover phone calls to head office when reception is unavailable
• Provide excellent Customer Service to all external and internal customers
• Receive incoming shipments; review, evaluate, and distribute correspondence requiring priority attention of staff
• Process payments for invoices, through cash, debit or credit only; provide AR with cash account reconciliation information as required
• Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other interactions
• Complete all paper processing in conjunction with lubricants through Business Central.
• Support all branches with Business Central procedures
• Performs other duties as directed