Overview

We are looking for a friendly and organized Receptionist to join our team and help create a welcoming environment for clients, visitors, and staff. This role is essential in ensuring smooth daily operations at the front desk, providing excellent customer support, and managing administrative tasks efficiently. The ideal candidate will be personable, detail-oriented, and comfortable handling multiple responsibilities in a busy office setting. If you enjoy engaging with people and keeping things running seamlessly, this could be the perfect opportunity for you.

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. Invoice & POD Management

- Match 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. 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.

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.

Experience

- Previous office experience or clerical experience is highly desirable.
- Familiarity with Microsoft Office Suite (Word, Excel, Outlook) and Sage tools.
- Strong computer skills including data entry, file management, and basic troubleshooting.
- Experience working with multi-line phone systems and front desk procedures.
- Excellent organizational skills with attention to detail in proofreading and document management.
- Proven ability to deliver outstanding customer support with qualified phone etiquette.

Requirement: English Communication both written and verbal

Join us as a Receptionist where your organizational skills and friendly approach will make a real difference in our workplace!

Pay: $45,000.00-$50,000.00 per year

Benefits:

- Casual dress
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Ability to commute/relocate:

- Vaughan, ON L4L 9N6: reliably commute or plan to relocate before starting work (preferred)

Experience:

- Administrative: 1 year (required)

Work Location: In person

📌 Receptionist (Vaughan)
🏢 Maximum Seafood
📍 Vaughan