Office Administrator

ABOUT BDS INC.

Family-owned since 1978, BDS Group of Companies. is a trusted North American leader in transportation and logistics, specializing in oversized and overweight transportation, explosives hauling, fluid hauling, customs clearance, and picker truck services. With locations across Canada and the U.S. and a team of over 60 employees, BDS combines decades of industry expertise with a hands-on, safety-first culture to deliver reliable results for its clients.

ABOUT THE ROLE

As the first point of contact for a team of 60+ employees, the Receptionist plays a key role in shaping how BDS is experienced by clients, vendors, and staff alike. This role blends front-desk and administrative support with broader financial and operational assistance, helping keep the office running smoothly and professionally. It's a position built for someone organized, personable, and comfortable juggling a variety of responsibilities.

KEY RESPONSIBILITIES

Accounts Payable & Finance Support — approx. 60% of time

• Process accounts payable invoices, verifying approvals and ensuring accurate coding and documentation
• Reconcile vendor statements and resolve invoice discrepancies with suppliers and internal teams
• Administer the company fuel card program, including card issuance, monitoring, and transaction reconciliation
• Process and reconcile corporate credit card transactions, ensuring proper coding and documentation of expenses
• Support Centre for Drivers'
  

Reception Duties — approx. 10% of time

• Greet visitors, drivers, vendors, and clients as the first point of contact for the office
• Answer and route incoming calls with professional etiquette
• Handle mail, courier pickups and deliveries, and shipments
• Keep the office tidy and hazard-free
• Schedule boardroom meetings via Microsoft Office
• Provide excellent customer service by addressing inquiries promptly and professionally

Administrative Support — approx. 25% of time

• Order office supplies
• Perform data entry and maintain accurate records using QuickBooks and other office software
• Handle filing, document management, and general clerical duties such as photocopying and scanning
• Manage office supplier contracts (coffee, cleaners, stationery)
• Provide administrative support to the Controller/CFO
• Additional tasks as assigned
  

IT Inventory — approx. 5% of time

• Maintain driver tablet hardware inventory and driver account creation
• Maintain office IT inventory
• Provide advance notice when equipment or supplies are running low
  

WHAT YOU BRING

Education & Experience

• High school diploma required; a college diploma or certificate in office administration is an asset
• Minimum 2 years of related experience

Must-Have Skills & Abilities

• Strong communication skills, both written and verbal
• Collaborative and personable, a team player
• Strong attention to detail and self-motivated
• Experience in accounting processes such as expenses, credit card reconciliation, and accounts payable
• Skilled in Microsoft Office

Software & Systems

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications
• QuickBooks Online

Core Competencies

• Clear and timely communication
• Self-starter who does not wait to be asked
• Brings forward ideas for improving processes
• Enjoys working as part of a team, but can work independently
• Manages multiple priorities effectively

NICE-TO-HAVE

• Understanding of the trucking and logistics industry
• Axon Software
• Experience dealing directly with clients
• Experience assisting with safety documentation (certificates, training records)
• Experience tracking expiry dates for permits, licenses, and insurance
  

WORK ENVIRONMENT

• Primary work setting: Office
• Physical demands: lifting, sitting for long periods, standing
• Environmental exposure: some noise
• Travel: no travel required
• Schedule: 8:00 a.m. – 5:00 p.m.