Administrative Coordinator

Hello ! I'm Gabriel, Recruitment Consultant for Fed Supply, an employment agency specializing in supply chain, logistics, transportation and customer service - offering temporary and permanent jobs in the Greater Montreal area.

Our team of Supply Chain and Logistics experts speaks your language and operates in your world.

We are assisting one of our customers in the distribution sector, located on the North Shore of Montreal, in their search for an administrative coordinator.

Key Responsibilities :

Office Commissions & Tasks :

• Open and manage incoming mail.
• Coordinate shipments with various carriers such as Purolator, FedEx, Canada Post, etc.
• Prepare registered mailings through Canada Post, including insuring gift cards and tracking numbers for contest reports.
• Keep stationery supplies up to date, including the supplier's account.
• Assist in preparing gifts, samples, and training materials, ensuring timely delivery to hotels.
• Maintain and organize files for different departments' order forms, sales reports, and more.
• Place orders with the warehouse and oversee chocolate promotions.

Accounting :

• Monitor incoming emails and print freight bills, matching and verifying them with carrier's documents.
• Collaborate with the accounting team to transfer invoices to the accounting software at the end of each month.
• Manage the filing of invoices on a monthly basis with proper approvals.
• Match check stubs with paid invoices and organize them accordingly.

Customs :

• Conduct price comparisons of carriers based on destination and goods prior to invoicing shipments.
• Prepare necessary transport documents for shipments, including Bills of Lading (BOL) and invoices.
• Maintain a registry for customs and GST fees payable at the end of each month, managing payments via credit card or check.
• Going to the customs office to have the paperwork stamped

Qualifications :

• High school diploma or equivalent; relevant college degree or coursework preferred.
• Previous experience in shipping coordination, customs procedures, and administrative tasks.
• Strong familiarity with shipping carriers such as Purolator, FedEx, and Canada Post.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting software (e.g., Simply Accounting).
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills, in English and French
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Knowledge of customs regulations and procedures is a significant advantage.
• Strong problem-solving skills and a proactive approach to addressing challenges.
• Ability to work collaboratively in a team and communicate with various departments.

The use of English is required for the following reasons :

• Communication with international customers
• Collaboration with English-speaking partners
• Drafting documents in English

PROCESS : Initial interview with Gabriel Lemoine, Fed Supply Recruitment Consultant - followed by an interview with the company's Human Resources Manager and Position Manager.

To apply : www.fedsupply.ca

To contact me : (438) 378-7599