Company Overview

Scotia Fuels Ltd is a family-owned and operated full-service home heating company specializing exclusively in home heating oil. We are dedicated to providing reliable and friendly service to our valued customers, fostering a warm and welcoming community environment.

Overview The Office Administrator is the primary point of contact for Scotia Fuels customers and visitors and provides administrative support across the office.

This position requires a high degree of accuracy, professionalism, organization, initiative and independent judgment. The successful candidate is expected to maintain accurate and organized records, complete routine work correctly and provide trusted administrative and documentation support to the General Manager.

Key Responsibilities

1. Customer Service and Front Office

· Answer telephone calls promptly and professionally.

· Provide a polished, professional level of service.

· Assist customers with routine questions.

· Monitor office email.

· Receive and process customer payments and front-counter transactions.

· Manage petty cash.

2. Support Service, Delivery, Sales & Credit Departments

· Schedule and update service calls, furnace cleanings and oil deliveries.

· Modify accounts in customer management software and ensure information is complete, accurate and useful.

· Understand how each department operates and provide administrative support that makes their work easier and more efficient.

3. Data Entry: Cash Receipts, Accounts Receivable and Invoices

· Prepare and process daily bank deposits and accurately enter customer payments into company systems.

· Identify discrepancies, unusual payments or unclear account activity and investigate or refer them appropriately.





· Enter oil delivery and burner service invoices with careful attention to detail.

· Manage assigned accounts payable items, including collecting supporting information, verifying documentation and forwarding approved items for processing.

4. Administrative and Document Support

· Prepare letters, forms, reports, spreadsheets and other business documents to a professional standard.

· Prepare and maintain corporate policies and procedures using Word, Excel and Adobe.

· Ensure documents are filed logically and can be readily located when required.

· Scan, combine, convert and organize PDF documents.

· Maintain orderly electronic and paper filing systems.

5. Office Administration and Confidential Information

· Assist with managing building access fobs, security information, company cell phones and other assigned company property.

· Handle confidential customer, employee, financial and company information with discretion.

· Assist with office supplies, equipment, mail, couriers and general office requirements.

· Coordinate and assist with office events, staff functions and company activities.

· Provide administrative coverage for other office employees during absences or busy periods.

Qualifications and Experience

· Exceptional customer service skills, with a polished,



qualified approach that reflects the high standard of service expected at Scotia Fuels

· Excellent attention to detail, with a focus on accuracy and minimizing errors.

· Several years of office administration, reception, customer service or comparable administrative experience.

· Strong working knowledge of Microsoft Office 365 software (Word, Excel, Teams, Outlook).

· Experience handling customer payments, accounts receivable, financial information or confidential employee/business information is an asset.

· Strong practical computer skills and the ability to work confidently with new software and systems.

· Ability to create, edit and organize PDFs and to manage electronic files using clear naming and folder conventions.

· A positive, team-oriented attitude and a desire to contribute to a workplace dedicated to excellent customer service.

Working Conditions

· Full-time, in-office position.

· Frequent telephone, computer and customer interaction.

· Ability to manage interruptions and changing priorities while maintaining accuracy and professionalism.

· This position is busiest during peak winter periods. Vacation is restricted during fall and winter months.

Nice-to-Have Skills:

- Experience or familiarity with the home heating oil industry, or a similar service-based industry, would be an asset.
- Experience with PetroPlus software is an asset.
- Familiarity with Joint Occupational Health & Safety Committees (JOHSC) and general workplace health and safety practices would be an asset.

Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Vision care

Work Location: In person

📌 Office Administrator/Receptionist (Halifax Regional Municipality)
🏢 Scotia Fuels
📍 Halifax Regional Municipality