Operations And Office Administrator

About Us

First Genesis is an importer and manufacturer of industrial and produce rubberbands and packaging products. Our small business is dedicated to helping our clients succeed by offering them Creative Packaging Solutions, our Best Quality Products, and our Best Possible Prices. With a passion for the environment, we strive to improve the sustainability of our packaging products.

With over 30 years of experience, we have built a reputation for going above and beyond to service our clients and ensure they are delighted throughout the process. We believe in transparency, reliability, creativity, and innovation to delight our clients and prioritize transparent and open communication with everything we do.

To apply, please submit your resume and a cover letter outlining your relevant experience and qualifications to [email protected]. We thank all applicants for their interest, but only those selected for an interview will be contacted.

First Genesis is committed to creating workspaces for our employees to thrive. We are currently searching for a highly organized and detail-oriented Operations and Administrative Assistant to join our team. This role will play a crucial part in supporting our operations and administrative functions, ensuring smooth day-to-day operations and efficient coordination. The successful candidate will have strong administrative skills, exceptional attention to detail, eagerness to learn, and the ability to shift gears flexibly with operations and office admin tasks.

Joining First Genesis means being part of a supportive, innovative, and dynamic work environment. We're passionate about what we do, and we're dedicated to creating opportunities for our employees to thrive and grow. Come join our small business and make a meaningful impact every day.

Why Work Here

• Meaningful Impact: As a small business, every team member plays a vital role in our success. Your contributions will have a direct impact on our growth, allowing you to see the tangible results of your efforts. You won't be just a number here – you'll be an essential part of our team.

• Growth Opportunities: In a small business, there are ample opportunities for professional growth and development. You'll have the chance to take on new responsibilities, learn new skills, and expand your knowledge across different areas of the business. We're committed to investing in our employees' growth and supporting their career aspirations.

• Collaborative Environment: Our small size fosters a collaborative and inclusive work culture. You'll have the opportunity to work closely with team members while exchanging ideas. We value open communication, teamwork, and mutual respect, creating a supportive work atmosphere.

• Entrepreneurial Spirit: Working in a small business allows for greater entrepreneurial freedom and creativity. We encourage our employees to think outside the box, take initiative, and bring their innovative ideas to the table. Your contributions will be recognized and appreciated, and you'll have the opportunity to make a real difference.

• Work-Life Balance: We understand the importance of work-life balance and prioritize it for our employees. While we are dedicated to achieving our business goals, we also recognize the value of personal time, family commitments, and self-care. We strive to provide a flexible work environment that promotes overall well-being.

General Responsibilities:

• Have the ability and flexibility to do both operations and administrative tasks that include accounts receivables, accounts payables, inventory management, and customer service. Please refer further below for a breakdown of specific tasks.
• Handle general office duties, including managing incoming calls, greeting visitors, and maintaining office supplies.
• Maintain accurate records and documentation, ensuring all files and databases are up to date.
• Need to be willing to help in the warehouse and lift boxes up to 45 lbs on an as-needed basis.
• Collaborate with key stakeholders to ensure effective communication and information flow.
• Support the implementation and maintenance of office procedures and policies.

Accounts Receivable Tasks

• Account reconciliation: Ensuring that customer accounts are accurately balanced and reconciled with payments received.
• Communication with customers: Addressing inquiries, resolving payment discrepancies, and providing outstanding payment reminders.
• Relationship management: Building and maintaining positive relationships with customers, collaborating with sales and customer service teams to ensure smooth payment processes.
• Invoicing: Generating and sending invoices to customers for goods or services provided.
• Account adjustments: Processing adjustments or refunds for billing errors, returned goods, or credit memos.
• Payment tracking: Monitoring and recording payments received from customers.
• Credit and collection management: Managing collections for overdue payments.
• Reporting and analysis: Preparing accounts receivable reports, such as aging reports, collection performance, and cash flow projections.

Accounts Payable Tasks

• Verification and approval: Verifying the accuracy and legitimacy of invoices, ensuring they align with purchase orders or contractual agreements. Obtaining proper approvals for payment.
• Payment schedule: Determining payment due dates and ensuring timely payment to vendors.
• Payment processing: Initiating payment processes, such as generating checks.
• Account coding: Assigning proper general ledger codes to invoices and expenses, ensuring accurate financial reporting and analysis.
• Document retention: Maintaining organized records of invoices, payment receipts, and other relevant documentation for auditing purposes.
• Invoice processing: Receiving and reviewing invoices from vendors for goods or services rendered.
• Expense reconciliation: Reconciling vendor statements with internal records to ensure all invoices are accounted for and properly recorded.
• Reporting and analysis: Preparing accounts payable reports, such as aging reports, cash flow projections, and vendor performance analysis.
• Vendor and creditor management: Maintaining accurate vendor records, including contact information, payment terms, and credit limits. Communicating with vendors to resolve billing discrepancies or negotiate payment terms.

Inventory Management Tasks

• Inventory planning: Determining optimal inventory levels, setting reorder points, and establishing safety stock levels to balance inventory costs and customer demand.
• Inventory tracking: Maintaining accurate records of inventory levels, locations, and stock movements using Quickbooks Online.
• Inventory optimization: Implementing strategies to improve inventory turnover, reduce carrying costs, and identify slow-moving or obsolete items.
• Stock replenishment: Initiate purchase orders based on inventory levels and demand forecasts to maintain optimal stock levels.
• Receiving and inspection: Checking the quality and quantity of incoming inventory against purchase orders and ensuring accurate documentation of received goods.
• Reporting and analysis: Generating inventory reports, such as stock status, turnover rates, and aging analysis, to facilitate informed decision-making and identify opportunities for improvement.
• Inventory control: Implementing strategies to minimize stockouts, overstocking, and obsolete inventory. Conduct regular stock audits and cycle counts to ensure inventory accuracy.

Customer Service Tasks

• Processing orders: Assisting customers with placing orders and processing transactions.
• Managing customer databases: Maintaining accurate customer records, updating contact information, and ensuring confidentiality of customer data.
• Providing product or service information: Offering detailed information about company products to customers.
• Coordinating shipments: Schedule and coordinate with the warehouse to arrange couriers or trucking for pick-ups for a timely and efficient delivery of goods or services to customers.
• Answering phone calls: Handling incoming calls promptly and professionally, addressing customer inquiries, and providing information or routing calls to the appropriate department or person.
• Resolving customer issues: Addressing customer complaints, troubleshooting problems, and providing appropriate solutions or escalating issues to the relevant team member for resolution.
• Maintaining a positive customer service experience: Cultivating a friendly, professional, and helpful attitude when interacting with customers, ensuring a positive customer service experience.
• Responding to emails and correspondence: Timely and courteously replying to customer emails, letters, or other forms of communication, addressing their questions, concerns, or requests.

Qualifications:

• Strong verbal and written communication skills.
• Any experience with customer service, administration, or operations is an asset.
• Excellent attention to detail and accuracy. You can be left autonomously to check your own work to ensure consistency and accuracy.
• Strong organizational and time management skills, with the ability to prioritize tasks effectively.
• The candidate ideally has a University Degree or Collage Diploma pertaining to business or communications, however, a High School Diploma is mandatory; additional certification in office administration is a plus.
• Proficient in using office software (e.g., Microsoft Office Suite, Google Suite, Quickbooks Online) is an asset.

Salary and Benefits:

This position is a 4-day work week from Monday - Thursday at 32 hours per week.

Hourly rate: $18/hour for 3-month probation and moved to $20/hour if probation is successful.

Must finish a 3-month probationary to qualify for our basic insurance benefits package that includes: Basic life, Basic AD&D, Extended Health Coverage, and Basic Dental.

Please note:

Covid-19 Vaccination Policy: We highly recommend it, but it is not required