Operations Assistant

Randstad Canada; Saint-Laurent-de-l'Île-d'Orléans; Sur place; CAD 60 000 - 70 000; Plein temps

Avantages offerts par ce poste

Permanent Position

Ville Saint-Laurent location

Health benefits after 3 months

3 weeks paid vacation annually (accrue

5 personal/sick days per year

Résumé du poste

Randstad Canada in Ville Saint-Laurent is seeking a detail-oriented Retail Operations & Administrative Specialist to serve as the key administrative hub connecting client accounts, sales team, and IT. You will oversee retail portal management, track vendor programs, resolve billing and order inquiries, and ensure smooth operational workflows with major retail partners.

In this in-office role, you will manage day-to-day communications with retail clients, maintain logs for programs and policies,

Qualifications

• Experience in administrative handling account tracking, vendor/supplier communications, or retail coordination.
• Strong Englsih required beacuse of communications outside of Canada, with Ontario, Vancouver on a daily basis
• Advanced skills in Microsoft Excel are required; hands-on experience with retail chain vendor portals and EDI systems is a major advantage.
• Core Strengths: strong problem-solving capabilities.
• Excellent interpersonal skills with a team-first mindset and a proactive approach to resolving operational issues.

Responsabilités

• Retail & Vendor Portal Administration
• Manage key retail chain operations, ensuring smooth data transmission via EDI and resolving any delivery or portal issues.
• Partner with the IT team to troubleshoot invoice transmission issues, re-invoice, and re-transmit files when technical hiccups occur.
• Submit, track, and follow up on claim filings across major chain vendor portals to resolve order and invoice discrepancies.
• Maintain clear and up-to-date tracking logs for customer promotional programs, pricing agreements, and retail deduction policies.
• Assist with listing new products and brands across both chain portals and our internal system.
• Client Communications & Account Tracking
• Maintain day-to-day communication with retail clients to address order questions, send billing documentation, and follow up on pending balances.
• Distribute daily and weekly account statements, invoices, credit notes, and signed Bills of Lading (BOLs) to client contacts.
• Work closely with internal sales representatives to investigate and resolve customer inquiries and payment discrepancies promptly.
• Log payment details, credit memos, and adjustments into the administrative database.
• Reporting & Cross-Functional Support
• Maintain weekly status reports detailing active account standings, portal claims, and ongoing discrepancy resolutions.
• Participate in weekly meetings with management to provide updates on outstanding account reviews and claim progress.
• Provide ad-hoc administrative and operational support to team leaders and special projects as needed.

Connaissances

Administrative coordination

Excel proficiency

EDI systems

Vendor communications

Problem solving

Interpersonal skills

Outils

EDI portals

Microsoft Excel

Description du poste

We are seeking a detail-oriented, organized, and proactive Retail Operations & Administrative Specialist to join our team in Ville Saint-Laurent. In this versatile role, you will serve as a key administrative hub connecting our client accounts, sales team, and IT department. You will oversee retail portal management, track vendor programs, resolve billing and order inquiries, and ensure smooth operational workflows with our major retail partners.

Position Summary

Be part of an amazing well established company in the food industry !

Advantages

• Permanent Position
• Ville Saint-Laurent
• Salary: $60,000 to $70,000 per year.
• 100 % in the office
• 40 hours /week 8 to 5 pm Monday to Friday
• Vacation: 3 weeks paid vacation annually (accrued at 6%).
• Health Benefits: Comprehensive group health insurance coverage available after 3 months.
• Personal Days: 5 personal/sick days per calendar year (January to December).

Key Responsibilities

• Retail & Vendor Portal Administration
• Manage key retail chain operations, ensuring smooth data transmission via EDI and resolving any delivery or portal issues.
• Partner with the IT team to troubleshoot invoice transmission issues, re-invoice, and re-transmit files when technical hiccups occur.
• Submit, track, and follow up on claim filings across major chain vendor portals to resolve order and invoice discrepancies.
• Maintain clear and up-to-date tracking logs for customer promotional programs, pricing agreements, and retail deduction policies.
• Assist with listing new products and brands across both chain portals and our internal system.
• Client Communications & Account Tracking
• Maintain day-to-day communication with retail clients to address order questions, send billing documentation, and follow up on pending balances.
• Distribute daily and weekly account statements, invoices, credit notes, and signed Bills of Lading (BOLs) to client contacts.
• Work closely with internal sales representatives to investigate and resolve customer inquiries and payment discrepancies promptly.
• Log payment details, credit memos, and adjustments into the administrative database.
• Reporting & Cross-Functional Support
• Maintain weekly status reports detailing active account standings, portal claims, and ongoing discrepancy resolutions.
• Participate in weekly meetings with management to provide updates on outstanding account reviews and claim progress.
• Provide ad-hoc administrative and operational support to team leaders and special projects as needed.

Qualifications

• Experience in administrative handling account tracking, vendor/supplier communications, or retail coordination.
• Strong Englsih required beacuse of communications outside of Canada, with Ontario, Vancouver on a daily basis
• Advanced skills in Microsoft Excel are required; hands-on experience with retail chain vendor portals and EDI systems is a major advantage.
• Core Strengths: strong problem-solving capabilities.
• Excellent interpersonal skills with a team-first mindset and a proactive approach to resolving operational issues.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [e-mail] to ensure their ability to fully participate in the interview process.