Purpose: Reporting to the Location Manager, the Location Administration delivered high quality customers service to SynergyAG customers, provides administrative and financial support to the SynergyAG team, and manages location customer data.  

Responsibilities  

Financial  

  • Manage customer invoicing process, work orders, purchase orders to ensure TRONIA/AGRE is up to date. 
  • Generate customer monthly statements for customer distribution. 
  • Generating reports to support sales reps to ensure prompt settling of customer accounts. 
  • Complete reconciliations on financial institutional accounts.  
  • Prepare remittances such as GST, PST, WCB, and other government remittances. 
  • Reconcile sales accounts, handling accounts receivables and managing daily cash and cheques. 
  • Manage accounts payable in a timely fashion. 
  • Coordinate customer account payments and ensure payments are within the approved credit policy, keeping Location Manager and SynergyAG corporate office apprised of any deficiencies. 
  • Receive, review, and reimburse employee expenses.  

Rebate/Reconciliation Support 

  • Utilizing the net cost pricelist to cross check invoices daily when entering into Tronia/AGRE. 
  • Understand and verify the recon, including re-billed inventory. 
  • Analyze rebate accruals to confirm receipt of eligible rebates. 
  • Populate the AgCollect Manual Submissions Forms within the requested timeframe. 

Operations 

  • Ensure all AWSA, asset and insurance records are up to date. 
  • Assist with inventory reconciliation by compiling and maintaining TRONIA/AGRE, documenting inventory movement through the location, in a timely manner. 
  • Track vehicle leasing, insurance, and any other associated requirements for the site employee fleet, including assignment of vehicles, mileage, and estimated year of replacement.   
  • Manage office and kitchen supplies for the location. 

 

Sales Process 

  • Provide excellent customer service to help build and maintain Customers for Life relationship by responding to all customer inquiries, transfer the customer to the appropriate members of the SynergyAG team when necessary. 
  • Assist Location Manager in the facilitation of regular (weekly preferred) team meeting to ensure consistent and timely communication of product supply, pricing, market intel sharing and organizational updates. 
  • Generate sales/upfront margin reports for Location Manager and sales team, recommended weekly in-season and monthly off season. 
  • Meeting coordination for on-site meetings with external participants (training, manufacturer reps, etc.) 
  • Coordinate with Executive Coordinator to procure promotional items (clothing, hats, etc.), SynergyAG signage, and branding (marketing material) to ensure consistent quality, pricing, and use of the logo across the organization. 

HR 

  • Maintain employee timesheets including hours of work (regular and overtime) and vacation tracking. 
  • If corporate processes payroll for the location, submit employee timesheets, as requested.   
  • If location processes payroll, maintain open communication with corporate, sharing information when required. 
  • Maintain safety training records for location employees.  
  • Submit any requests for onboarding/offboarding to HR@synergy.ag to ensure timely management of IT provisions (laptop, iPhone, IT access, email, etc.). 

General 

  • Represent the SynergyAG brand by operating within the core values of the organization. 
  • Operate within the internally published Employee Policies available on Teams, seeking any clarification from HR@synergy.ag or respective manager. 
  • Maintain retail, workspace, and vehicles to also be a positive and professional reflection of SynergyAG. 
  • Contribute to generating a safe workplace environment and ensure safety training is up to date. 
  • Take the initiative to contribute to the smooth operation of the location and team by helping one another. 
  • Active participant in regular meetings, with the retail and with the Location Admin Team. 
  • Flexibility with work hours to support location and customers’ needs.  
  • Assist with operations during the busy season to provide prompt customer service. 
  • Ensure accurate and timely reporting of business expenses, exercising fiscal responsibility in line with SynergyAG policy. 
  • Be a team player, assist with other tasks when appropriate or assigned.  
  • Represent SynergyAG by embracing community involvement opportunities.  

 

Education & Skillset 

  • Minimum Grade 12 education or GED equivalent 
  • Accounting experience/training is preferred. 
  • Experience working as an Ag retail administrative assistant is an asset. 
  • Ability to work independently and within a team environment. 
  • Excellent interpersonal skills with demonstrated professionalism and a positive attitude. 
  • Great customer services skills with the ability to create and maintain relationships with peers and customers. 
  • Proficient with computers and technology. 
  • Detail orientated with strong written and oral communication skills.  
  • Dependable, reliable, and safety conscious. 
  • Effective time management, planning and multi-tasking skills. 
  • Must possess a valid class 5 driver’s license.