Office Coordinator

Office Coordinator

Tech North Solutions is a growing and dynamic company in an evolving and exciting industry, located in Burns Lake, BC. We service a wide range of customers including local government, first nations, heavy industry, small business and consumers. We have experienced recent growth and are expanding our services and require the assistance of an Office Coordinator. We are not a retail establishment, but do carry inventory that supports and services our regular operations.

An exciting and challenging opportunity exists within our company to manage our busy office.

If you are:

• A team player,
• Professional & Mature,
• Have Customer Focus,
• Well Organized,
• Reliable,
• Able to work well & independently in a busy office environment with many distractions,

and have these qualifications listed below then please send us your resume (posted until filled).

Download the full job description here, or see below.

Office Coordinator 

Reporting to the Manager, the Office Coordinator is responsible for the following:

JOB DUTIES

RECEPTION:

• Answer telephone calls, takes messages and/or forwards calls as required.
• Welcome visitors at front desk, answering questions within the scope of your duties and direct or take messages for all other inquiries.
• Set up and organize paper and digital file system.
• Coordinate and order required office, bathroom and kitchen supplies.
• Prepare agenda for weekly staff meetings with guidance from manager and other team members.
• Coordinate morning meetings with Manager to discuss status of projects, priorities in office, new assignments, etc.
• Organize office and computer recycling area to be neat and tidy.
• Coordinate office cleaner’s schedule and making sure cleaning book is up-to-date.
• Responsible for keeping the Office Procedural Manual up-to-date. This includes all current office procedures, policies and job descriptions as approved by the Manager and distributed to other team members.
• Create documentation as needed for marketing, correspondence, project work, etc.
• Manage all holiday, sick, and personal day requests from all other team members.

CLIENT RELATIONS:

• Coordinate computer intake department with the help of the technicians.
• Keep current client information up-to-date by entering new contacts/employees, billing information, etc. into system.
• Field client billing questions.
• Manage all hardware/costs associated with client billing.
• Familiarize yourself with client accounts, current projects and any issues with current clients.
• Treat clients with respect and make sure any disputes get dealt with in a timely manner.
• Coordinate client communication (correspondence, distribution of direct marketing, following up on jobs) and discuss with Manager and technicians regularly.
• Manage job ticket flow by opening client tickets, getting regular status updates, following up with technician to make sure tickets and clients have been dealt with, and making sure all tickets are closed by either yourself or by a technician.

BILLING MANAGEMENT:

• Work closely with the Financial Billing Clerk.
• Coordinate monthly meetings to discuss financial documents with the Financial Billing Clerk.
• Produce daily, bi-weekly, monthly, quarterly and annual invoices and send to clients using Autotask and Simply Accounting.
• Coordinate payments and apply to client accounts.
• Maintain and manage billing and invoicing spreadsheets.

SCHEDULING:

• Work with staff to schedule emergency call outs, scheduled site visits, meetings, appointments, bench and project deadlines, service calls to clients and office calendars.

INVENTORY AND CUSTOM ORDERS:

• Manage daily order sheet and receiving of inventory and/or custom client orders.
• Manage returns and RMA Management.
• Ship any items that are outside of Burns Lake.
• Call clients for pickup or scheduling technician to install or setup item.

QUALIFICATIONS/SKILLS:

• Grade 12 education; graduation from a recognized secretarial/office assistant program and a minimum of two years recent related experience.
• Knowledge of basic bookkeeping would be an asset.
• An equivalent combination of education, training and experience will be considered.
• Telephone Skills, Verbal Communication, Microsoft Office Skills, Professionalism, Customer Focus, Organization, Handles Pressure.
   

Wage is commensurate with experience, and a competitive benefits package is available for full-time empoyees.

If you are interested in joining our team, please forward your resume
in pdf format to employment@technorth.ca.