About the role

Jepson Petroleum (Alberta) Ltd. is looking for an organized, detail-oriented Administrative Assistant to join our team in Medicine Hat. You will be responsible for local invoicing, inventory tracking, and customer service. This is a full-time, permanent position. It reports to our Controller, with day-to-day direction from the Site Manager.

What you'll do

- Take customer orders over the phone and in store
- Generate and review invoices from bulk fuel orders and delivery documents, and make sure they go out on time
- Make sure customer-specific details like pricing and purchase orders are correct
- Review and adjust for undelivered or cancelled orders
- Handle customer-specific requests related to invoicing and payments
- Enter data into daily recaps to balance truck and tank inventories
- Enter truck and driver data into our billing/inventory system, and make sure all batches are posted and transmitted on time
- Process daily cardlock pricing and inventory
- Support accounts receivable as needed, including month-end tasks such as running interest charges, producing statements, posting commissions, and printing AR reports
- Flag problems or deficiencies to the Controller and/or Site Manager so they can be fixed and prevented
- Order office supplies as needed
- Handle minor cardlock maintenance, such as sweeping, refilling supplies,



and changing nozzles and breakaways
- Dispense propane for customers as required
- Take on other tasks that keep the site running safely and efficiently

What you bring

- Minimum 3 years of administrative experience
- Strong math skills and proficiency in Microsoft Excel
- Comfort with data entry and a track record of meeting deadlines
- The ability to work independently as well as part of a team
- Sharp attention to detail and a high level of accuracy
- Excellent time management and the ability to multitask
- Willingness to work outside if and as needed
- Ability to lift 40 lbs
- Experience with fuel-division invoicing, inventory tracking, or accounts receivable is an asset

Training we provide

- Company orientation
- Billing/inventory system training
- Propane certification
- Transportation of Dangerous Goods (TDG)
- Workplace Hazardous Materials Information System (WHMIS)
- Fire extinguisher training

Benefits:

Dental care

Disability insurance

Employee assistance program

Extended health care

Life insurance

In office parking

Paid time off

RRSP match

Vision care

Benefits

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

📌 Administrative Assistant (Medicine Hat)
🏢 Jepson Petroleum
📍 Medicine Hat