Job Description

About the Company:

ClearVision designs and manufactures high-speed, camera-based industrial inspection systems for the packaging industry. Located in Mount Pleasant, Vancouver, BC, the company is a major fixture in the growing machine vision market. ClearVision was acquired by Valco Melton in 2011. Valco Melton is one of the world's leading suppliers of adhesive application and quality assurance equipment. The ClearVision team is a specialized group of 12-15 people supported by the worldwide Valco Melton organization.

About the Position :

The Office Administrator will work under the close direction of the Engineering R&D Lead to ensure that all office administrative tasks are maintained at the highest standards.

In this position, you will have the opportunity to utilize your experience, research skills, and organizational abilities to perform a wide range of duties.

This position will entail working closely with staff in the ClearVision office and communicating directly with the Valco Melton head office (in the United States), sales reps, and other field engineers. ClearVision has an energetic and fun work environment with biweekly lunches and other employee events.

Duties & Responsibilities :

• Daily telephone handling, data entry, incoming and outgoing mail, and receiving the packages in the office.
• Responsible for placing orders requested by the internal team in a timely manner including the data entry of Purchase Orders and their follow up.
• Coordinate shipping to our head-office and any other required shipping to clients or vendor when needed as well as coordinate the receiving of all the POs in the company.
• Compiling technical documents with input from the R&D team members, and coordination of translations for international customers.
• Maintenance of the formal documentation repository at ClearVision to ensure that the documentation management system is up to date.
• Being a support for the R&D team to compile detailed information, data and timesheets and its storage needed to comply with taxes purposes related to the budget spent in R&D activities.
• Being a support for the R&D team when they need to travel outside of the country including the issuance of the letters and paperwork needed for their trips and any administrative task related.
• Being a support for the HR team from the head office to help with administrative tasks related to the handling of paperwork needed locally.
• In charge of keeping the office supplies stocked as well as the cleanliness and organization of general office areas including the coordination of the quality of the service providers related to office maintenance, janitorial services, internet, phone, and alarm system, among others.
• Other administrative tasks as assigned by the Engineering R&D Lead.

Desired Skills and Experience:

• A certificate / diploma in a related area of study.
• Strong skills in the use of MS Word and Excel.
• Computer literacy and good keyboard skills.
• Effective writing skills in English.

Qualifications Required:

The Office Administrator position requires:

• An organised approach and excellent time management skills.
• Accuracy and attention to detail.
• Knowledge of relevant software computer applications and equipment.
• Ability to learn quickly.
• Strong problem-solving skills.
• Capable of managing multiple projects simultaneously.
• Skilled at prioritizing tasks in a dynamic environment.
• Self-motivated and able to identify and take on tasks independently.
• Comfortable reinforcing office policies with professionalism and discretion.
• The ability to work well as part of a team.
• A collaborative mindset with a focus on fostering a positive team environment.

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