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 qualified 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: $40,000 - $60,000 DOE

📌 Office Administrator (Vancouver)
🏢 Paladin Technologies
📍 Vancouver