Office Administrator

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.

• 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 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.

• 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.

• Experience with project coordination software or accounting systems.
• Prior experience in travel coordination or logistics management, especially in a fast-paced environment.

• 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.

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 (i.e., 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.

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.

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 States 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.

This company considers candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. If you need accommodation for any part of the application process, please send an email or call 858-668-1705 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.