Office Administrator

Paladin Technologies•Ottawa, ON

60d•CA$40,000 - CA$50,000

About The Position

Our Office Administrator will be responsible for assisting with the day-to-day operations at our office located in National Capital Region, with remote sites across Ontario plus Atlantic Canada

Requirements

Highschool Diploma
1 year of Office related experience
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
Ability to multi-task and prioritize in a dynamic work environment.
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.

Nice To Haves

Bilingual in French
Experience with project or accounting software would be considered an asset.
Experience in the construction/security industry would be considered an asset.
Prior experience in travel coordination or logistics management, especially in a fast-paced environment.

Responsibilities

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.
Coordination of travel, booking transportation, accommodations, insurance and other travel services.
Oversee office supply inventory and process orders as required.
Oversee building maintenance contracts and ensure operational efficiencies.
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 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.