Office Administrator

5 months ago

Ottawa, Canada Applied Electronics Full time

Applied Electronics is a national industry leader in Digital Media Integration Solutions and Service. Our primary goal is to provide our customers with the highest degree of customer satisfaction in all aspects of our business.

We are currently seeking an **Office Administrator** to work in person for our **Ottawa** **office.

A quick learner with advanced organizational skills, the Office Administrator is responsible for supporting the National Capital Region’s technical and sales groups including the Regional Manager, and works in a manner consistent with Applied Electronics’ core values while supporting its strategic plan.

**The responsibilities and duties include, but are not limited to**:

- Proactively support sales staff from receipt of customers’ orders through to delivery, by tracking equipment status via regular contact and follow-up with vendors and distributors in order to provide accurate information for our customers in a timely manner.
- Invest in the project process with the regional technical team to provide a suitable level of understanding and detail of the project lifecycle to management and head office administration as needed.
- Generate and review reports from Applied Electronics’ ERP software to support the sales and technical teams; proactively analyze and/or seek answers to gain clarity and assist in solving sales and project anomalies where appropriate.
- Assist with updating client files, contact databases and project status notes in Applied Electronics’ ERP software.
- Support the regional Logistics Coordinator during high volume periods through preparation of shipment documentation, stock requisitions and receipt of supplier deliveries.
- Work collaboratively with the head office administration and accounting teams to provide feedback on order processing and project status.
- Active participation during the company’s fiscal year-end activities.
- Responsible for communicating with suppliers and customers as a member of the NCR team and understanding the role as a forward-facing team member.
- Responsible for the day-to-day maintenance of office operations by tracking and ordering office supplies to maintain stock, or as requested by the team, and engaging the property manager for facilities-related support requests; manage / re-direct incoming phone calls and greeting visitors accordingly.
- Primary Health & Safety Representative for the regional office and provide support in work-related accidents and injuries investigation process.
- Coordinate, plan and organize client and team’s social events with the support of the Regional Manager.
- Understands the dynamic nature of a busy and growing regional office and looks forward to new skill development and taking on additional duties as required.

**Qualifications & Requirements**:

- Diploma / Certificate in Business Administration or similar field
- Minimum 3 years of relevant office work experience
- Bi-lingual in French and English a strong asset
- Must possess strong proficiency in Microsoft Office Suite: Word and Excel; and Outlook
- Familiarity with Audio Visual, Broadcasting or the construction industry a strong asset
- Outstanding written and verbal communication and interpersonal skills
- Excellent knowledge of MS Office and office management software (ERP etc.)
- Excellent leadership, organizational and time-management skills

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