Office Administrator

Our Office Administrator will be responsible for assisting with the day-to-day operations at our office located in East Vancouver, along with project-specific tasks, including travel.
ACCOUNTABILITIES:

• Create positive impressions, and develop professional relationships with clients by ensuring appearance, behavior and attitude always represent the company in a professional manner.
• Provide on-going two-way communication between customer and the department supported.
• Oversee office supply inventory and process orders as required.
• Oversee building maintenance contracts and ensure operational efficiencies.
• Coordination of travel for the Western Region, booking transportation, accommodations, insurance and other travel services.
• Deal with occurring travel problems, complaints, or refunds.
• Resolve customer complaints, within established guidelines, to the satisfaction of the customer and in the best interest of the company.
• Greet visitors and answer phone calls in a friendly and professional manner; ensure all calls are directed to the correct department or personnel quickly and efficiently.
• Manage the scheduling of boardrooms, and meeting spaces, assist with lunch and learn events in the office with booking, catering etc.
• Assist in pulling permits for the correct jurisdictions for projects, amendments, payment, and closure of permits.
• Fleet maintenance coordination with the team, mechanics, insurance, and the Paladin / Bosch Building Technologies fleet team office.
• Provide support for onboarding duties, at the East Vancouver office.
• Provide support to sourcing coordinators with creating purchase orders and following up on pending orders. Audit aging PO’s to follow up with supplier.
• Coordinate and process inventory/material returns as requested by internal colleagues.  
• Act as the primary point of contact for any vendor invoice discrepancy.  Work with purchasing team on resolutions, or price variance approvals.
• Verify and approve invoices received on drop ship orders, confirming delivery/receipt as well as details of cost/quantities/part numbers ordered are invoiced accordingly.
• Perform additional duties as required.

REQUIRED QUALIFICATIONS:

• Superior attention to detail.
• Strong organizational skills.
• Resourceful, ability to research information and present results to internal clients.
• Excellent written and verbal communication, as well as interpersonal skills.
• Strong computer skills, with proficiency in Microsoft Office; experience with project or accounting software would be considered an asset.
• Ability to multi-task and prioritize in a dynamic work environment.
• Experience in the construction/security industry would be considered an asset.
• Able to work independently, manage time effectively, and work with multiple deadlines.
• Experience in project coordination / management, finance, or contract administration would be considered an asset.

PREFERRED QUALIFICATIONS:

• Experience with project coordination software or accounting systems.
• Prior experience in travel coordination or logistics management, especially in a fast-paced environment.

PROFESSIONAL COMPETENCIES:

• Demonstrates a commitment to providing outstanding customer support and resolving issues efficiently, reflecting the company's client-focused approach.
• Manages multiple tasks, schedules, and travel logistics seamlessly, maintaining high standards of accuracy and efficiency.
• Thrives in a dynamic work environment, quickly adjusting to changing priorities and handling unexpected challenges effectively.
• Delivers clear, professional, and effective communication, ensuring all stakeholders are informed and aligned.

PHYSICAL DEMANDS:
In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• Must be able to effectively communicate, (ie see, hear, speak and write clearly) in order to communicate with colleagues and/or customers; manual dexterity required for occasional reaching, lifting of light office objects, and operating office equipment.

WORKING CONDITIONS:
In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job.

• The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate.

Pay Range: $47,000 - $53,000 DOE