OFFICE ADMINISTRATOR in Whitehorse, Yukon at AFD Petroleum Ltd.

Job Summary:
The Office Administrator is responsible for a variety of duties that involve daily tasks such as CSR functions, billing, accounts receivable, collections, and accounts payable. Working closely with the Area Manager and in conjunction with Head Office, and responsible for keeping complete records of all necessary information. The Office Administrator must be flexible and able to prioritize each day as directed by the manager. The Office Administrator will be the first point of contact for our customers, providing them with professional and courteous service regarding card lock access, lubricants, inquiries/complaints, and other activities involved in maintaining the relationship with our customers.

Why AFD:

• Health benefits- medical, dental, vision, life insurance, disability, AD&D – because we believe in taking care of yourself.
• Employee fuel discount.
• Safety boot Reimbursement program.
• The company provided PPE.
• Paid orientation & training.
• Personal/Sick Paid Days and lunch & learn every month.

Schedule: Monday to Friday, 8 am-5 pm, full-time on-site

What you will do day-to-day:

• Safely operate a company vehicle, driving to the delivery site, and ensure the site is clean.
• Utilizes computer systems to run databases to keep up to date on customer account information.
• Compile data, compute fees, and prepare invoices for billing purposes.
• Process inventory receipts, inventory transfers, and reconciliations.
• Compile documents to verify the accuracy of billing data and to ensure receipt of the product ordered.
• Compare invoices against purchase orders and shipping and receiving documents to verify receipt of items ordered.
• Audit billing before release to ensure correct and billed to the proper accounts and locations.
• Investigate and resolve billing discrepancies.
• Send out invoices to customers and/or submit them through online submission portals.
• Review credit applications for completion, set up customer accounts, and ship to locations.
• Verify ship-to location pricing, update customer site details, and upload credit card pricing.
• Program proprietary access devices (fuel cards/key fobs) and external fleet fuel cards.
• Use of Card Poll to maintain customer Cardlock accounts.
• Manage online portals and corresponding tracking sheets.
• Provide timely, accurate responses to customer inquiries.
• Receive and fill out receipts for third-party payments, including cash, check, credit, and other payments.
• Posting and reconciling customer payments to the general ledgers.
• Apply cash payments and resolve any payment discrepancies.
• Handle daily bank deposit.
• Process credit card payments for customers in a credit card terminal.
• Maintain a list of customers “On Hold.”
• Review all credit balances, refunds, and adjustments, and apply adjustments to billing records.
• Balance daily A/R batches
• Ensure the strict confidentiality and privacy of financial records as they relate to the organization and its customers.
• Providing copies of invoices to customers when required.
• Follow up with customers if there are any discrepancies in payments.
• Provides customer service, accepts payments, and distributes credit applications.
• Contact individuals with delinquent accounts in consultation with the Manager and in conjunction with Head Office AR/ Credit.
• Participate in periodic AR / Credit conference calls.
• Responds to customer inquiries, maintains good customer relations, and solves problems
• Performs related to clerical duties, such as scanning, filing, and record systems, faxing, and copying.
• Acquiring proper approvals for A/P and coding and processing A/P invoices related to the branch.
• Other related duties as required or assigned.

What you need to succeed:

Education

• High School Diploma or GED required.

Experience

Other Skills (knowledge)

• Knowledge of MS Word, Excel, and e-mail required
• Professional written and verbal communication skills

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

At AFD, our corporate culture reflects our ongoing commitment to both our customers and our people. We believe that people are our greatest asset, and as such, we promote a safe and friendly workplace, encouraging open communication, teamwork, and personal growth. Our team is essential for our success now and in the future.

We thank all candidates for their interest; however, we will communicate only with selected candidates.