Branch Administrator

**Branch Administrator - Southwestern Ontario**

Why join Chubb Fire and Security? At Chubb Fire and Security Canada powered by API Group, we provide cutting-edge fire safety and security solutions to protect what matters to most to our clients across the nation. As a trusted leader in the fire and security industry, we have built a reputation for excellence, reliability, and innovation. Joining our team means being part of a leading provider of fire safety and security solutions, with opportunities for growth and advancement.

As Leaders, we recognize that our success happens only when our Branches and Field Leaders are successful. All of our people are foundational to creating value:

- Protect people first
- Think steps ahead
- Own what we do
- Bring energy to challenges
- Win with integrity, together

Our mission is to go the extra mile for our customers and our industry. We lead the way in designing, delivering and supporting safe, reliable and innovative solutions.

**Role Summary**:
Our **Ottawa Branch**is looking for Branch Administrator to join the team working - out of the **Ottawa office located at 8 Heart Way, Kanata K2L 2P4**. The main job duties and responsibilities of this role will be to support all aspects of the Order to Cash process in our branch operation, including but not limited to invoicing, order processing, purchasing activities, and customer service responsibilities along with other duties as assigned.

This is a branch office based role working directly out of the branch office 5 days a week.

**Responsibilities**:

- Provides administrative support as needed for all divisions within the branch
- Processes and enters jobs, work orders, change orders and customer data and documents as required for company reports, within company systems in a timely manner in accordance to branch expectations and standards. Maintain customer accounts and ensure information accuracy.
- Closes projects and work orders and processes invoices/bills
- Manages and handles customer interactions/inquiries/disputes, provides appropriate solutions and alternatives within set time limits and follow up to ensure resolution in accordance to company policies.
- Responsible for processing invoices for payment through the ERP system in accordance with company payment policies. Verifies that the payment is charged to the correct vendor and for the proper amount. Ensures that the quantity ordered/received is accurately recorded to the actual figures received. Completes the invoice reversals and re-submissions where applicable.
- Processes all vendor invoices as required using the proper GL Code from the data base (following company policies and guidelines) & obtaining proper approval based on approval matrix
- Possesses a sound knowledge of ERP systems to input and access information in handling incoming customer/vendor telephone inquiries to the A/P department. Provides helpful vendor service regarding A/P questions, issues and problems (e.g. payment dates, incorrect charges, etc.). Seeks advice and assistance from supervisor when needed. Responsible for ensuring that issues are properly resolved in a timely manner.
- Assists in maintaining an orderly filing system and contributes to maintaining the archives at period end.
- Adheres to all company rules and procedures regarding health and safety. Acts in a responsible and safe manner. Responsible for complying with all company standards & procedures.
- Assists in the onboarding and managing of sub-contractors and vendors within company systems.
- Vacation relief for other branch office roles
- Assist the branch operations team with support and information as may be required
- Other duties as assigned by the reporting Manager

**Job Requirements**:

- Post-Secondary education in Office Administration or a related discipline preferred
- 2+ years of experience in a fast-paced administrative environment
- Excellent written and verbal communication skills
- Strong customer service and interpersonal skills
- Excellent time management skill - Highly organized and able to work under pressure
- Flexibility to multi-task in a fast-paced environment
- Strong computer skills and literacy in Microsoft Office (Word, Excel, Powerpoint). Experience and/or knowledge of business systems is preferred.
- Bilingual French and English would be an asset
- **More about the position**:_
- Ability to work with mínimal supervision/self-motivated and desire to work on a winning team
- Ability to work under pressure with meeting timelines
- Self-motivator with a positive outlook
- Strong interpersonal skills and effective at building relationships - with a strong client service orientation
- Adaptable to changing environments
- Goes beyond job requirements to seek opportunities and generate ideas for improvement
- **Our offerings include**:_
- Competitive compensation and benefit package
- RRSP matching
- Employee Stock Purchase Plan
- Employee Discounts
- Learning and Development opportunitie