Scale House Administrator

Job Summary The Scale House Administrator supports accurate, efficient movement of goods by coordinating scale-house records and communicating clearly with warehouse and distribution colleagues. This role contributes to dependable shipping, receiving, and order fulfillment. Ideal Candidate We are looking for a reliable, organized, and detail-oriented individual with previous scale house experience. The ideal candidate must be comfortable operating vehicle scales, using computer systems, handling financial transactions, assisting drivers, and managing multiple administrative responsibilities. The candidate must have the ability to solve problems independently, communicate professionally, and manage competing priorities in a busy working environment. This individual must have Health & Safety experience. Responsibilities Maintain accurate shipment, receiving, and inventory records using a warehouse management system; enter and review information in an in-house software program Coordinate shipping and receiving activity, verify order details, ensure proper shipping numbers, and support warehouse distribution and fulfillment. Use basic math to check quantities and scale-related records, and promptly share discrepancies with the appropriate team. Your impact: Accurate records and timely coordination help colleagues move orders through the warehouse smoothly. Scale House Operations Weigh incoming and outgoing vehicles, including large trucks, tractor-trailers and passenger cars. Record vehicle weights and transactions in the database Assist drivers by printing dispatch calls and providing clarification when needed. Assist with shipping materials and preparing shipping documentation. Collect, verify, and enter proper identification (ID) for new customers. Request and record licence plate numbers from paying customers. Complete required software training. Administrative & Office Duties Receive and enter dispatch calls into the system, including requests received over the phone or instructions provided by other staff members. Scan, organize and file documents, including confidential financial records. Perform general data entry and maintain records. Answer phone calls and respond professionally to emails. Create and manage social media posts. Complete applications, renewals and other administrative documentation. Access and navigate business and government portals. Maintain organized filing systems. Financial Responsibilities Balance and reconcile cash transactions. Process and record customer payments. Enter invoices and bills using QuickBooks Desktop. Assist with general accounting and financial recordkeeping. Qualifications & Experience Minimum 2+ years of scale house experience . Basic math, clear communication, accurate recordkeeping, and practical computer skills to enter shipment details, verify quantities, and coordinate daily warehouse activity. Health and safety experience with valid certification. Strong computer and technology skills. Experience with QuickBooks Desktop (basic knowledge acceptable). Familiarity with accounting, billing, and financial transactions. Strong organizational, communication, and problem-solving skills. Ability to work under pressure in a loud, fast-paced environment. Professional, friendly, and confident telephone manner. Ability to multitask and work independently. Strong attention to detail and accuracy in recordkeeping. Confidentiality & Compliance Must sign a Confidentiality & Non-Disclosure Agreement (NDA) due to access to confidential business and financial information Follow workplace health and safety procedures. Handle sensitive documents and financial information responsibly. Required Work Schedule Monday to Thursday: 6:30 a.m. – 4:00 p.m. Fridays off Saturday: 6:30 a.m. – 12:30 p.m. or 1:00 p.m. Must be available to work all scheduled days. Must give 3 weeks notice for vacation and will get 1 week off during Christmas holidays Pay: $22.00-$26.00 per hour Expected hours: 30.0 &…

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