Administration Assistant, Sushi Outlet

Administration Assistant, Sushi Outlet at T&T Supermarket

The Administration Assistant, Sushi Outlet reports directly to the Sushi Outlet Business Manager. This pivotal role serves as the primary communication channel between assigned Sushi Outlets and the regional Kitchen Deli (Sushi Outlet) Department. The successful candidate will be instrumental in assisting the Assistant Sushi Kiosk, Human Resources, and the Account Department (or their delegates) to stay informed on all issues affecting the Sushi Outlets. Key responsibilities include supporting kiosk administration documentation and managing DSD (Direct Store Delivery) purchase orders. This role involves inputting and consolidating purchase orders from Shopper Drug Marts and preparing production plans for both Ontario (ON) and British Columbia (BC) operations. Accurate filing and maintenance of purchase orders and production orders for future reference is also critical.

T&T Supermarket Inc., founded in 1993, has grown significantly to become Canada’s largest Asian supermarket chain. With 37 stores nationwide—14 in BC, 7 in Alberta, 14 in Ontario, and 2 in Quebec—the company is poised for continued expansion in the coming years.

Key Responsibilities:

• Receive and generate DSD purchase orders and respond to DSD inquiries.
• Collect original invoices from the Warehouse and/or Delivery Company as needed.
• Consolidate invoices from various sources and organize them by store, date, and type.
• Distribute invoices to the ICE team for the generation of store receiving reports.
• Endorse invoice information on store receiving reports with a ‘Receiver Signature’.
• Perform inventory control and management through physical checks of delivered items in the warehouse.
• Create, maintain, and update purchase order layouts and item content in the master database, including adding new vendors, changing prices, and adding/deleting items.
• Maintain and update the EIS Ordering List in the master database for price changes and other relevant information.
• Handle disputed purchase orders concerning issues like inferior product quality, missing items, or incorrect pricing, liaising with store department heads and suppliers for corrective actions.
• Track and investigate any irregular ordered items identified from weekly purchase orders and invoices.
• Monitor Ultipro for salary allocation control, correcting abnormal activities, and ensuring kiosk compliance with “Non-active,” “over 5-hour no break,” “less than 3-hour work,” and “Over-time” policies.
• Assist Outlets with Ultipro requests, verifying and processing all leave applications.
• Collect and verify employment application information, ensuring requisition needs are met and assessment forms are properly completed. Obtain all required signatures and submit application packages to HR for processing.
• Ensure all probations are completed by the deadline with proper training records. Provide a detailed PIAP if an extension is required.
• Strictly observe termination procedures (voluntary or involuntary), ensuring employee and department head signatures, comments, employee questionnaires, and the return of company property (ID, discount card, handbook).
• Verify and organize receipts submitted by stores, complete petty cash forms, and submit them to accounting for processing.
• Verify and process safety shoe claims, changes of personal information, secondment subsidies, etc.
• Forward and announce recreational information to stores, coordinating applicant information and collection of activity fees.
• Set up annual evaluation forms for store processing, including editing staff’s general information on each form. Collect and verify completed forms for signing.
• Create and follow up on new/existing case studies in written/electronic format for master database records.
• Handle all store delivery queries.
• Coordinate all food safety logs and audits, submitting them to food safety and updating electronic database records.
• Coordinate the proper completion and signing of all store visit reports for store records and electronic database updates.
• Coordinate all store weekly schedules and update electronic database records.
• Coordinate all store production plans and update electronic database records.
• Update store department heads regarding any product adjustments from suppliers.
• Prepare correspondence, memos, and quotes.
• Provide information to internal colleagues or external enquirers.
• Take accurate minutes of meetings.
• Coordinate office procedures.
• Monitor stationery levels and order office supplies.
• Develop and update administrative systems to enhance efficiency.
• Create and maintain master database records (electronic and hard copy) across all aspects.
• Coordinate and order product labels and signs (e.g., ‘Vegetarian’ label) from the Marketing Department.
• Write emails on behalf of other office staff.
• Book conference calls, rooms, couriers, etc.

Qualifications:

• High school diploma or equivalent education credentials.
• Familiarity with basic office procedures, record-keeping, and customer service is valuable.
• Basic computer skills, including word processing, spreadsheet software, and email applications.
• Experience in supermarket and inventory management systems would be an asset.
• Strong written and verbal communication skills are essential.
• Good organizational skills are necessary for managing paperwork, scheduling, and other administrative tasks efficiently.
• Ability to prioritize tasks and manage time effectively to meet deadlines and handle multiple responsibilities.
• Capability to work well with others in a team environment.
• Collaborative and willing to assist colleagues as needed.
• Flexibility and adaptability to handle a variety of tasks and responsibilities as the needs of the supermarket office may vary.
• Basic understanding of math may be necessary for handling cash transactions or inventory-related calculations.

Key skills/competency:

• Administrative Support
• Purchase Order Management
• Inventory Control
• HR Administration
• Accounting Support
• Data Entry
• Office Coordination
• Document Management
• Communication Skills
• Microsoft Office Suite