Reception & Administrative Coordinator

The-Butcher-Shoppe; Toronto; On-site; CAD 36,000 - 48,000; Full time

Benefits offered by this job

Barista on staff

Employee discount on premium meats

Job summary

The Butcher Shoppe is seeking a Reception & Administrative Coordinator to manage the front desk, answer calls, process orders, and coordinate daily office tasks at our Etobicoke facility.

You will work with Sales, Logistics, Finance and the order desk; ideal candidates are organized, accurate and comfortable in a fast-paced perishable goods environment with ERP exposure and strong MS Office skills.

Qualifications

• 1+ year in reception, administration, customer service or order desk support.
• Professional communicator on phone, email and in person with customers, suppliers and drivers.
• Organized and accurate; able to manage multiple tasks in a busy environment.
• Experience with ERP/CRM or order management system is an asset; SAP exposure is a plus.

Responsibilities

• Run the front desk: greet, answer calls, screen emails, receive mail and keep reception organized.
• Support the order desk: enter/process orders, confirm changes, handle cancellations, answer status questions.
• Cover the desk during breaks and peak periods to ensure orders are taken on time.
• Keep paperwork moving: maintain records, update customer/order information, assist with quotes, POs and invoices.
• Run office administration: data entry, filing, scheduling, reports and correspondence for management.
• Coordinate the office: manage couriers/vendors, support events and maintain confidentiality.

Skills

Microsoft Office

Data entry

Communication

Education

High school diploma

Post-secondary education in business or office administration

Tools

SAP

Job description

The Butcher Shoppe (TBS) is one of the largest independent meat processors in Canada. Priding itself on carrying only the finest quality meats, our team of artisanal butchers converts fresh meat to custom specifications, doing things the 'old fashioned way'. This ensures that the demands of our discerning high-profile customers are met, including restaurants, hotels, event venues, casinos and other foodservice establishments, and now consumers directly through TBS Direct and our full-service onsite retail store.

From our Etobicoke facility we process approximately 100,000 lbs of meat a day and fulfill over 1,000 orders a day, six days a week. Deliveries are made using a fleet of 60 company trucks as well as multiple third-party transport providers, and our supply chain spans five continents. We are investing behind that growth: a facility expansion that will take our site to close to 100,000 square feet, and a new SAP S/4HANA ERP that will change how we take, make and deliver every order. Our people-first philosophy has provided a strong foundation for over 40 years of steady growth.

Position Overview:

The Reception & Administrative Coordinator is the first person our customers, suppliers and visitors meet, on the phone and at the front door. The role runs the front desk and daily office administration, and works alongside the order desk, the team of approximately 20 that takes every order across both channels, wholesale and e-Commerce.

On a typical day that means the phones, the visitors and the mail, and then real order desk work: entering and checking orders, confirming changes, answering customer questions on orders and deliveries, and covering the desk when volume spikes or someone is out. You will work with Sales, Logistics, the warehouse and Finance every day.

We are looking for someone organized, accurate and unflappable, who likes a busy office and takes pride in getting the small things right. If you want a front-desk role with real operational work behind it, and a path into the order desk or administration as you grow, this is it.

Key responsibilities:

• Run the front desk. Greet customers, visitors, drivers and staff. Answer, screen and direct incoming calls and emails, and handle general inquiries. Receive and distribute mail, packages and deliveries. Keep the reception area organized and welcoming.
• Support the order desk. Enter and process customer orders accurately and on time. Check orders for completeness before they release. Handle confirmations, changes and cancellations. Answer customer questions on orders, delivery status and product availability. Escalate discrepancies, customer concerns and urgent issues to the shift lead.
• Cover the desk. Provide backup for order desk staff during breaks, absences and peak periods, including the daily order deadlines, so every order is taken and released on time.
• Keep the paperwork moving. Maintain order documentation and records. Update customer and order information in our order management system. Assist with quotes, purchase orders and invoices as assigned. Communicate order changes and special requirements to production, logistics and the warehouse.
• Run office administration. Data entry, filing, scanning and document preparation. Maintain accurate electronic and physical records. Schedule meetings and coordinate calendars. Order and manage office supplies. Prepare reports, spreadsheets and correspondence for management.
• Coordinate the office. Manage couriers, vendors, building management and service providers. Support office events, meetings and daily office requirements. Keep communication flowing between the front desk, the order desk and other departments, and maintain confidentiality of customer and company information.

Qualifications & Experience:

• 1 or more years in reception, administration, customer service or order desk support
• A clear, professional communicator on the phone, by email and in person, equally comfortable with customers, suppliers, drivers and the plant floor
• Organized and accurate. You keep several things moving at once and get the details right
• Thrives in a fast, high-volume office where the product is perishable and the day does not reset
• Strong Microsoft Office skills, Outlook and Excel in particular. Fast, accurate data entry
• Experience with an ERP, CRM or order management system is an asset. SAP exposure is a plus
• Foodservice distribution, meat, produce or other perishable goods experience is an asset
• Dependable, discreet and team-oriented
• High school diploma required. Post-secondary education in business or office administration is an asset

Work Hours:

Monday to Saturday, full time, on site at our Etobicoke facility.

Why Work With Us:

At The Butcher Shoppe, we look after the people who look after our customers. Here is what you can expect when you join the team:

• A role with range. Front desk, office administration and real order desk work. No two days look the same, and you will learn how the whole operation runs.
• Room to grow. A people-first, family-run business with over 40 years of steady growth. The order desk and administration teams are growing with the business, and we promote from within.
• Real investment behind you. A facility expansion and a new SAP S/4HANA ERP, and you will learn the new system from day one.
• The everyday things. Full-time barista on staff, a generous employee discount on premium, restaurant-quality meats, and a steady schedule.