Administrative Assistant and Receptionist

• Processes orders for retail and industrial customers (Canada and United States) in the M1 system. Sends all orders to the departments concerned
• Retrieves and confirms orders electronically using the Deblex system and provides confirmation to customers
• Sends orders via the EDI system as well as by email
• Takes care of inventory control via the delivery management function in the M1 system. Ensures that shipped merchandise is deducted from inventory
• Receives confirmation from shipping department. Ensures that the quantities shipped balance with the order to complete the invoice
• Updates information on finished products (FDA, tariff codes, C.O.O, supplier codes, etc.)
• Prepare and update all documentation with FDA registration numbers and master list of manufacturers
• Notifies customers of delivery or pickup dates for orders
• Inform the carrier chosen by the customer
• Ensures orders are shipped (proper number of pallets, crates and exact weight)
• Tracks the products shipped with the carrier (carrier site or by phone) and ensures that the delivery date is respected
• Complete documentation for transfers between warehouses
• Updates the order book and all documents related to daily sales activities/orders
• Prepares samples and invoices for current and potential customers. Ensures invoices are mailed or emailed to customer specifications
• Is responsible for general mailings that go through the mailbox
• Regularly take care of office maintenance and ensure cleanliness
• Help other departments as needed
• Ensures that food safety and GMP principles are adhered to
• Notifies managers if there are food quality or safety issues so they can take action
• Handles consumer inquiries and handles complaints

• Fluently bilingual in French and English – oral/written/comprehension
• Capable of working in a fast-paced environment, that requires multi-tasking and teamwork
• Must possess strong customer focus and service-oriented skills with a proven ability to clearly and effectively receive, retain and transmit information at all levels within the organization
• Capable of meeting strict deadlines
• Must be a team player
• Extremely detail oriented
• Discretion and confidentiality

Full medical and dental benefits