Incentive Depot, a young, dynamic and fast growing company, is looking for exceptional people to add to our highly motivated, detail oriented, customer driven, and energetic team. If you are not content with mediocrity and yearn for a challenge, we'd like to hear from you. Incentive Depot, headquartered in British Columbia, provides software, awards and program administration services to companies that use incentive programs to achieve corporate objectives. We invite you to check out our website thoroughly so that you are familiar with our products and services prior to applying for any position.
Order Administration Specialist
Are you a highly-motivated, organized, accurate and detail-oriented professional looking for a challenge?
You have previous A/P and A/R experience and you not only work quickly but you also work accurately. You seek to understand "why" rather than just doing. You are not afraid to ask questions to gain an understanding and when you do understand, you seek to streamline and improve processes. You have excellent written and telephone communication skills, excel in multi-tasking and reprioritizing, love a challenge and problem solving, learn and work quickly, never miss a deadline, pitch in where needed and are proficient in all MS office products. Previous experience with entering data into an online database using web forms is a bonus. This fast paced, challenging position will be filled by someone who meets qualifications and is eager to learn the fundamentals before growing with our company.
Speed and productivity are other extremely important components of this position, as your entries are required by the bookkeeper, customer service person, program manager, participants, clients, catalog person, management and, occasionally, the sales person.
Reports to:
Management Trainee / Operations SupervisorLocation:
Courtenay, Vancouver Island, BC
Compensation: hourly wage that will increase according to your performance
Hours: Part time to start, with potential to increase to full time as the company grows
Primary Responsibilities:
- Works very closely with the customer service (CS) person, the bookkeeper and the catalog person.
- Owns the orders from the time that they are shipped until you approve them for payment and give them to the bookkeeper for entry and payment.
- Works with the bookkeeper for solving any problems with supplier bills or customer invoices as it relates to the weekly order billing.
- Receives supplier bills; pulls orders; checks the supplier bill against the PO; checks that we haven’t already paid for this item; enters the data from the supplier invoices into Order Administration; compiles data to bill the client for orders; creates a “package” for the bookkeeper to pay the invoices and prints the order detail sheets.
- Enters shipping information and works with the CS person to identify orders that are slow to ship.
- Follows-up with suppliers to get shipping information and invoices for all orders.
- Works with the catalog person to audit pricing prior to the catalog being uploaded into the software.
In addition to the core functions of this position, the successful candidate will be required to assist other team members, particularly when it comes to a cross-over between the various roles. This position requires the order administration person to work in a busy, high energy small office environment, with numerous conflicting priorities. The ability to effectively juggle tasks while meeting deadlines is critical to the success of the order administration person and to the company….so too, is a sense of humour!
Requirements:
- Strong knowledge of bookkeeping as it relates to accounts receivable and accounts payable
- Mastered all MS Office products with an emphasis on Excel and Outlook
- Strong analytical skills and the ability to multi-task
- Strong verbal, written, and presentation skills including email and telephone
- Strong interpersonal skills
- Has high energy level, is innovative and constantly seeking new ideas
- Well organized, ability to work to multiple deadlines.
- Works quickly and accurately, with an attention to detail
- May be required to work overtime to meet deadlines
- Team player... will pitch in and help others, including in other departments, if required.
- A good sense of humour
NO PHONE CALLS PLEASE ... instead if you meet the requirements of the position, fax your resume to the attention of Carol Wain at
877 505 6452
Note: we will no longer accept e-mailed resumes due to viruses associated with attachments.
