Scotia Recycling Limited (SRL), a member of the Scotia Investments Limited (SIL) family of companies, is an operator of Atlantic Canada’s leading recycling facilities located in Nova Scotia, New Brunswick, and Newfoundland. With an approximate workforce of 175 dedicated employees, we specialize in the collection, processing, sales, and brokerage of recyclable materials, and are a proven industry leader that has been in operation since 1976.

Position Overview:

This position will be full-time hours for training purposes (first 2-3 weeks) and then will become part-time, casual based on the needs of the organization.

The Operations Assistant provides essential administrative, logistical, and accounting support to ensure smooth daily operations. This role manages front-desk and reception duties, including handling phone inquires, mail processing, and professional communication with customers, while supporting document scanning, filing, and records management. This position also plays a key role in logistics and shipment coordination by creating purchase orders, managing carrier pickups, tracking Bills of Lading, and maintaining accurate shipment data across systems such as TRACK and Sage.

In addition, the role supports accounting and invoicing functions, including accounts payable and receivable entries, invoice matching, rebilling, and record maintenance, while contributing to reporting, data accuracy, and QA support. Solid organizational skills, attention to detail, proficiency in accounting software and Excel, and the ability to work both independently and collaboratively are essential in success to this position.





Responsibilities include but not limited to:

Office Administration & Reception

- Perform reception duties, including managing the corporate phone line and directing calls.
- Communicate with customers and handle inquiries professionally.
- Support scanning, filing, and document management for office operations.

Logistics and Shipment Coordination:

- Create and manage purchase orders for supplies, maintenance, and outbound shipments.
- Coordinate container pickups and cross-docking activities with carriers and vendors.
- Enter and track Bills of Lading (BOLs) for shipping and municipal loads.
- Import and consolidate load data using TRACK and Sage.
- Schedule and manage Purolator package requests and pickups.

Finance & Invoicing Support:

- Enter transactions and invoices in Sage (Some Accounts Receivable as per direction from Finance).
- When required, attach and match vendor invoices to work orders.
- Rebill freight invoices and process consolidation contract fees.
- Maintain paper and digital records of invoices, BOLs, and work orders.

Reporting & Data Management

- Ensure the correct Off the Ground (OTG) data is accurate before importing into Sage.
- Import accurate OTG data into Sage.
- Prepare and review monthly reports for the City of St.



John’s MRF work orders and other operational metrics.
- Create and maintain Excel files for shipment and inventory tracking.
- Ensure accurate data entry and cross-checking of operational records.
- Support QA reporting for tip floor and ICI operations.

Additional Duties

- Coordinate with supervisors and team members for cross-training and backup support.
- Ensure compliance with contract articles and fee structures.
- Assist with benefit payments and special run invoicing.
- Request inventory adjustments as needed.
- Other duties as assigned.

Qualifications:

- 2 years experience in a similar field
- Experience with accounting software (Sage, TRACK) and Microsoft Excel.
- Strong organizational and multitasking abilities.
- Excellent communication and customer service skills.
- Ability to work independently and as part of a team.
- Attention to detail and accuracy in data management.

Working Conditions:

- Works in an office environment with standard business hours, maintaining an organized and comfortable workspace.
- Interacts with employees and customers.
- Balances administrative tasks with the occasional customer-facing responsibilities to support daily operations.

Scotia Recycling Limited is an equal opportunity employer committed to an inclusive and respectful workplace. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Pay: From $20.00 per hour

Expected hours: 10.0 – 40.0 per week

Benefits

- On-site parking

Work Location: In person

📌 Operations Assistant - Part-Time, Casual (St. John's)
🏢 Scotia Recycling
📍 St. John's