Job Title: Office Admin

Department: Across departments (Accounting/Bookkeeping, Sales and Marketing, Technical Support, Customer Account Management)

Company Overview: Founded in 2014, our company serves the Canadian market in Southern Ontario and the German market in the county of Heinsberg with managed IT services. We are a team of 5 people dedicated to providing professional, caring, and cost-effective IT solutions.

Location: Currently located near Ellesmere and Warden, Scarborough, we will soon be moving to Victoria Park and McNicoll Ave, Scarborough.

Responsibilities:

• Administrative Coordination: Act as a coordinator for all administrative-related tasks, including unforeseen tasks that may arise.
• ConnectWise PSA: Work in our PSA system ConnectWise, assisting with Sales Orders, Purchase Orders, reporting on timesheets, stale tickets, and coordinating with technicians for scheduling tickets.
• Vendor and Distributor Coordination: Handle Purchase Orders, account and accounting-related issues, and work with manufacturers within their partner programs and RMAs.
• Accounting Tasks: Manage accounts payable and accounts receivable, deal with customers on account administrative-related questions, and assist the bookkeeper.
• Office Management: Keep the office organized and ensure smooth day-to-day operations.
• Visitor Management: Welcome and direct visitors, ensuring they have a positive experience.
• Meeting Coordination: Schedule and coordinate meetings and appointments for upper management.
• Correspondence Management: Manage emails, letters, packages, phone calls, and other forms of correspondence.
• Database Management: Create and update databases and records for financial information, personnel, and other data.
• Office Supplies Management: Track and replace office supplies as necessary to avoid interruptions in standard front office procedures.
• Report Preparation: Submit reports and prepare proposals and presentations as needed.
• Assist Colleagues: Assist colleagues when necessary.

Skills and Qualifications:

• Administrative Experience: Minimum 7 years of work experience in office management or administrative roles.
• Software Proficiency: Experience with ConnectWise PSA or similar ERP software is preferred.
• IT Channel Knowledge: Familiarity with manufacturer's partner programs and the distribution channel is preferred.
• Communication Skills: Excellent English skills on the phone as well as in writing.
• Organizational Skills: Strong organizational skills and the ability to multitask.
• Attention to Detail: High attention to detail and accuracy.
• Problem-Solving Skills: Ability to solve problems and make decisions independently.
• Customer Service Skills: Strong customer service skills and the ability to handle inquiries professionally.

Education: A suitable educational background for this role would be a diploma or certificate in Office Administration, Business Management, or a related field. The minimum requirement is practical work experience in office management or administrative tasks. Additional certifications in office management or administrative support are preferred.

Work Environment: Join a young, collaborative, multi-cultural team working both in-office and remotely.

Reporting Structure: The Office Admin will report to the President of the company and a board member. The role requires working independently after an initial orientation phase, with the ability to organize tasks, prioritize issues, and escalate important matters to management while handling lower-priority issues or delegating them to other team members.

There is a 3-month probationary period.