LUBRICANTS ADMINISTRATIVE ASSISTANT

Job Responsibility:

JOB SUMMARY

The Lubricant Administrative Assistant is responsible for a wide variety of administrative duties, including typical secretarial and receptionist duties in addition to more complex functions and services, such as scheduling of couriers and processing of Oil / Lubricant invoices for our Customers. Other responsibilities will include assisting the management in handling of all warehousing and distribution functions at AFD Petroleum Ltd.'s warehouse facility.

ESSENTIAL FUNCTIONS

• Provide direct administrative and office management support to all members of the warehouse staff, as directed by the Warehouse Manager, either by verbal or written instruction
• Coordinate the logistical aspects of team programs, such as meetings, seminars and workshops
• All deliveries should be communicated to the Warehouse Lead for scheduling
• Complete all aspects of Inventory on a monthly basis excluding counts
• Develop and review documents such as work orders, reports, SDS, and product data sheets
• Take meeting minutes for lubricant division.
• Review and maintain all data stored in the “Z/Drive” pertaining to the lubricant division
• Receive and screen all inbound telephone calls, e-mails, and visitors to the office; refer and/or redirect calls, e-mails, or visitors as applicable
• Cover phone calls to head office when reception is unavailable
• Provide excellent Customer Service to all external and internal customers
• Receive incoming shipments; review, evaluate, and distribute correspondence requiring priority attention of staff
• Process payments for invoices, through cash, debit or credit only; provide AR with cash account reconciliation information as required
• Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other interactions
• Complete all paper processing in conjunction with lubricants through Business Central.
• Support all branches with Business Central procedures
• Performs other duties as directed

OTHER KEY SKILLS (or product knowledge)

• N/A

EXPEREINCE

• 2-3 years in an administrative capacity

EDUCATION

• High school diploma or equivalent.
• Proven experience in an administrative or support role, preferably within the lubricant or related industry.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with ERP systems.
• Ability to manage multiple tasks and prioritize effectively.
• Customer-focused with a proactive and problem-solving attitude.