Roles and responsibilities:

- Serve as the central liaison between the IT Manager, Owners, and Technicians, facilitating effective communication and ensuring alignment across teams.
- Oversee the day-to-day administrative operations of the business, ensuring processes run smoothly and efficiently.
- Act as a key point of coordination for operational priorities, helping to bridge gaps between strategic direction and technical execution.
- Prepare and process invoicing for work orders, ensuring accuracy and timely delivery.
- Monitor and manage accounts receivable, including contacting customers for payments and collections.
- Provide customers with delivery statuses and timelines; follow up with vendors as required.
- Coordinate logistics for employee travel, including flights, hotel bookings, rental vehicles, and related arrangements.
- Oversee and track billing processes, ensuring accuracy and compliance with company policies.
- Manage shipping and receiving of customer equipment and orders, ensuring proper documentation.
- Provide billing support to technicians, including verifying service details and processing charges.
- Maintain accurate records of equipment tracking and status.
- Generate and process purchase orders for materials, equipment, and services.
- Monitor and maintain inventory levels, coordinating replenishment as needed.
- Perform general administrative duties, including document preparation, scheduling, and data entry.
- Facilitate seamless communication between teams, ensuring updates are shared and projects are delivered on time.
- Oversee all billing aspects within Autotask or related systems, ensuring consistency and accuracy.
- Support operational efficiency by identifying and resolving process bottlenecks.
- Assist in preparing reports, documentation, and audits as needed.
- Handle confidential information with discretion, ensuring compliance with company policies.
- Undertake additional duties as assigned to support the team and company operations.

Requirements:

- Exceptional organizational skills with the ability to prioritize tasks effectively.
- Strong interpersonal and communication skills, fostering positive relationships with team members and clients.
- Proficiency in using computer software, technology, and business process management tools.
- High attention to detail and accuracy in work, particularly in invoicing and record-keeping.
- Ability to work collaboratively within a team environment.
- Strong problem-solving skills, with the ability to handle multiple tasks and deadlines.
- Capacity to maintain confidentiality and adhere to company policies and procedures.
- Professional demeanor and punctuality.
- Experience with Autotask or similar systems is an asset.
- Familiarity with inventory management and logistics coordination is preferred.
- Flexibility to adapt to changing priorities and tasks in a dynamic work environment.