Office Administrator at Paladin Technologies

Vancouver, British Columbia, Canada -

Full Time

Start Date

Immediate

Expiry Date

15 Aug, 26

Salary

53000.0

Posted On

17 May, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Travel Coordination, Customer Service, Inventory Management, Microsoft Office, Project Coordination, Invoice Processing, Vendor Management, Scheduling, Communication Skills, Organizational Skills, Multi-tasking, Time Management, Attention To Detail, Onboarding Support, Permit Coordination

Industry

IT Services and IT Consulting

Description

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 Company Info; The regional system integration business called Bosch Building Technologies offers solutions and customized services for building security, energy efficiency, and building automation for commercial buildings and infrastructure projects Bosch started its Integrator Business in North America through the acquisition of Climatec in 2015. Climatec expanded Bosch’s role as a comprehensive supplier of energy, building automation and security solutions. Climatec is recognized in the building industry as an independent single-source integrator of critical building systems including energy services, building automation and security & life safety in the U.S. market. The company provides consulting, planning, implementation and 24/7 remote management. Climatec is active in several market segments and industries including data centers, commercial real estate buildings, and federal, state, and local government. Climatec has operated as an independent entity, maintaining its offices in Arizona, California, Nevada, Texas, New York, and New Jersey. Climatec continues to represent and integrate numerous leading manufactures’ product lines across its wide range of services, including Bosch products. In 2023, Bosch acquired Canadian-based security integrator Paladin Technologies. Merging Paladin Technologies and Climatec has significantly expand Bosch’s Integrator Business in North America. Today the combined entity of Bosch Building Technologies (previously Climatec and Paladin Technologies) represents over $900M in revenues and 3000 associates. Utilizing the strengths of both companies, Bosch offers its customers a complete portfolio of networked and efficient energy, building automation and security solutions. This company considers candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. Equal Opportunity Employer, including disability & veterans, or any other characteristic protected by law. If you need accommodation for any part of the application process, please send an email or call 1-855-296-3199 to speak with Human Resources and let us know the nature of your request. We thank you for your application, however only those selected for an interview will be contacted.

Responsibilities

The Office Administrator manages day-to-day office operations, including travel coordination, facility maintenance, and front-desk reception. They also provide administrative support for project permits, fleet maintenance, and financial tasks such as purchase order auditing and invoice verification.