Office Administrator/invoicing Clerk
6 months ago
The Office Administrator/Invoicing Clerk will maintain records and oversee document control, support project management and pursuit team in document organization, manage all communication, and coordinate between all internal team members.
Though based in Toronto, some travel throughout the GTA may be required from time to time.
**RESPONSIBILITIES**:
- Collect, scan and upload documents following set procedures
- Use set procedures for Document Management for everyday operations, maintenance and quality control
- Notify personnel of updated document versions and how to access them
- Print and distribute documents as necessary
- Work with managers on Invoicing different Customers, responsible monthly for the Invoicing backlog assigned
- Work with documents and records across various departments, including human resources, marketing, and construction
- Monitoring and updating existing data when required
- Effectively manage and maintain all written and verbal communications
- Customizing Health & Safety plan to adhere to project standards
- Communication with vendors, subcontractors, clients, and internal team.
- Coordination of purchase orders, materials/equipment orders, RMAs, arrange shipping and following up on delivery timelines
- Attending, running, and participating in weekly progress meetings
- Preparing reports for owners or executives
- Perform other tasks as required, any office administration needs, book trainings, travels
**Success Factors - What Excellence Looks Like**
- Planning & Problem Solving: Plan for every situation and resolve issues before they happen
- Accountability: Own each project and its outcome while following company standards
- Agility: Adjust and pivot to changes with ease
- Communication: Transmit information with consistency and clarity; adapt to different styles
**QUALIFICATIONS**:
- Previous office administration/invoicing experience is required
- Experience in the construction industry coming from a general or Industrial contractor is preferred
- Excellent written and verbal communication, as well as interpersonal skills
- Strong computer skills, with proficiency in Microsoft Office and project software
- Able to work independently, manage time effectively, and work with multiple deadlines
- High school diploma and/or Post-secondary education in document control would be considered an asset
- Understanding of basic accounting math
- Strong attention to detail to keep accurate accounting entries
- Familiar with accounting software
- Solid organizational skills to keep track of invoices
- Great customer service skills to work with various clients
- Knowledge of data entry for record keeping
**Company Info**:
Paladin Technologies is a premier North American complex systems integrator for building technology solutions, including IP security, alarms & monitoring, audio visual, low-voltage infrastructure, and networking. As a leader in the design, deployment, optimization, management, and maintenance of communication and digital networks, Paladin can meet the needs of clients on a national scale, while providing local support. Our team is the best in the industry, with manufacturer trained technicians, PMP-certified project managers, CTS- and RCDD-certified design engineers, coordinators, and administrative resources.
Paladin has offices coast to coast across the United Stated and Canada, and nearly 1,600 talented and committed professionals dedicated to custom-crafting and installing technology solutions for clients requiring Integrated Security, Network Infrastructure, Audio Visual, Fiber Optics/OSP, Structured Cabling, and more. We are always at the forefront of the changing technology landscape, and through continued training, complex client projects, and company support, we provide our colleagues with exciting challenges and a rewarding career as Paladin continues to grow.
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