Location Administrator - Stettler - Crop Management Network Inc.

Description

Location Administrator – Stettler Fertilizer Distribution Terminal

Crop Management Network Inc.

Location: Stettler, AB

Reports to: Director of Operations

Position Overview

The Location Administrator plays a key role in supporting the daily administrative and coordination needs of the Stettler Fertilizer Distribution Terminal. This position ensures accurate documentation, efficient communication, and strong customer service while supporting terminal operations, inventory administration, and truckload coordination between CMN locations, logistics, and sales teams.

As a front‑line point of contact, the Location Administrator helps ensure smooth product flow, accurate records, and consistent service standards across CMN's network.

Key Responsibilities

Terminal Administration & Customer Service

• Serve as the first point of contact for incoming calls, drivers, visitors, and CMN locations
• Prepare and process load‑outs, shipping documents, invoices, and credit memos
• Maintain accurate records related to terminal activity, inventory movement, and customer transactions
• Assist with walk‑up and internal CMN location requests as required
• Handle confidential information with professionalism and discretion

Truckload Booking & CMN Location Coordination

• Coordinate and book fertilizer truckloads for CMN retail locations in collaboration with:
  • Terminal Operations Team
  • CMN Sales Teams
  • Crop Management Logistics (CML) dispatch
• Schedule load times, confirm product availability, and ensure documentation is prepared in advance
• Communicate delays, changes, or conflicts to all affected teams to maintain terminal efficiency
• Track booked and completed loads to support accurate inventory and reporting
• Support efficient truck turnaround times, particularly during peak spring and fall seasons

Accounts Receivable & Financial Administration

• Maintain customer and internal CMN account records
• Prepare invoices, credit memos, and load documentation
• Post customer payments (cheque, EFT, credit card, FCC, etc.)
• Produce and distribute monthly customer statements
• Post monthly interest charges as required
• Investigate and resolve payment or statement discrepancies
• Assist Sales and Terminal Operations with margin verification and invoice accuracy
• Utilize AgVend to support customer account management, statements, invoicing visibility, and coordination with CMN Sales Teams

Inventory Administration

• Enter inventory receipts when product is delivered to the terminal
• Assist with regular inventory counts and reconciliation alongside Operations
• Support returned deposit reconciliations (customer and supplier)
• Review inventory costing and current value on a monthly basis
• Ensure inventory records in Tronia are accurate and up to date

General Office & Administrative Support

• Prepare reports, spreadsheets, correspondence, and operational documentation
• Order office supplies and maintain administrative systems
• Support meetings through agenda preparation, note‑taking, and documentation
• Maintain organized filing and records management systems
• Provide administrative support to the Director of Operations and cross‑functional teams as required

Qualifications & Skills

• Administrative or business training preferred
• High school diploma with several years of administrative experience
• Strong understanding of accounting, inventory, and administrative procedures
• Proficient with Microsoft Word, Excel, and Outlook
• Strong organizational skills with the ability to manage multiple priorities
• Clear, professional written and verbal communication skills
• Customer‑focused with strong attention to detail
• Ability to work independently and as part of a cross‑functional team
• Experience with AgVend, Tronia, or similar ag retail ERP/CRM systems considered an asset
• Experience in agriculture, logistics, or terminal operations considered an asset

Work Environment

• Standard hours: Monday–Friday, 8:00 am – 5:00 pm
• Extended hours may be required during peak spring and fall seasons
• Office‑based role within an active fertilizer distribution terminal
• Regular interaction with drivers, terminal staff, CMN locations, and logistics teams
• Ability to sit, stand, walk, and lift up to 35 lbs as required

Special Requirements

• Valid Class 5 driver's license
• Drivers abstract & Criminal Record Check required upon hire
• Adherence to CMN Health, Safety & Environmental policies

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