Administrative Assistant Jobs

Visiontec Systems is a Canadian integration and solutions company providing front-line security and CBRNE detection technologies, products, and services to primarily federal and provincial government agencies across the country. We represent select international manufacturers with world-class products, offering our customers solutions that range from a single product to an entire turnkey system. In line with our strategic growth initiatives, we are looking for a hands-on, dynamic, well-rounded individual that is results-oriented.

The perfect Service and Admin Assistant will encompass the following duties:

Primary Responsibilities

ØPrepare Technician’s Paperwork prior to a customer site visit

ØAssist in Dispatching service technicians to customer sites within Canada to repair and provide preventative maintenance on customer equipment.

ØOpen/Update Service CASES in our ERP system – NetSuite

ØCollect Technician’s completed paperwork, attach paperwork to related CASES in Netsuite, and prepare and send invoice if required.

ØUpdate the control spreadsheet that tracks CASE’s and Contracts

ØMake Travel arrangements for technician travel (compare airfare and hotel options that are economically sound)

ØGenerate Invoices in NetSuite for Contractual Customers for Annual Billing

ØIn-house Filing

ØAnswering phone

ØOther Ad Hoc duties as required

Secondary Responsibilities

ØVerify Technician's Timesheets for accuracy to ensure the proper Projects and CASES are being selected.

ØVerify Technician's Expenses for accuracy and ensure that the proper Projects and CASES are being selected.

ØProcess Customer credit card payments through Moneris, send payment receipts to customers

ØAssist with entering vendor bills in Netsuite

ØOrder office supplies via Staples online.

Mandatory Qualifications

Ø3+ years of relevant experience

ØDegree or diploma in related field

ØExcellent attention to detail with a high degree of accuracy

ØStrong communication skills both written and oral

ØMust be fluent in English, French would be an asset

ØA team player with a positive attitude

ØSolid understanding of Microsoft Excel/Outlook

ØAbility to multitask and communicate effectively

ØExperience using Netsuite ERP System is considered an asset