Senior Office Administrator

Fusionsecurity; Mississauga; On-site; CAD 60,000 - 75,000; Full time

Benefits offered by this job

Health benefits plan

Job summary

OHM Security in Mississauga is seeking an experienced Senior Office Administrator to support our Admin and Technical teams and handle a range of financial and purchasing tasks. The role emphasizes invoicing using QuickBooks Desktop and NetSuite, document management, and coordination with clients and suppliers.

The successful candidate will have 3–5 years of administrative experience, strong multitasking skills, and a hands-on approach to filling in for colleagues as needed.

Qualifications

• Minimum three to five years in an administrative role.
• Extensive invoicing experience required.
• Experience with Purchasing, A/R, A/P, Collections, Sales, Service and basic Project Management.
• Knowledge of NetSuite required; QuickBooks Desktop preferred.
• Strong organizational and communication skills.

Responsibilities

• Invoicing using QuickBooks Desktop and NetSuite.
• Manage recurring invoices to customers (monthly, quarterly, annually).
• Verify and obtain approvals for supplier bills.
• Post supplier bills in accounting system after approval.
• Share reception tasks and incoming calls when needed.
• Step in for colleagues to cover absences or overloads.
• Improve processes and implement approved changes.

Skills

Invoicing

Detail-oriented

Multitasking

Communication skills

MS Office

Education

High school diploma; college preferred

Tools

NetSuite

QuickBooks Desktop

Microsoft Word

Excel

Outlook

Job description

We are looking for an experienced, highly organized and hands-on Senior Office Administrator to support our OHM Security team in Mississauga.

At OHM Security (a subsidiary of Scarlet Security & Risk Group), we believe in providing valued service, building strong relationships within communities, and safeguarding the interests of the public and our stakeholders. OHM Security continues to grow and provide professional security services throughout Greater Toronto Area, with clients in a wide variety of sectors, including government, retail, commercial sites, industrial sites, and residential areas. Our mission is to deliver the highest quality service in each interaction that reflects a strong and respectful culture.

Scarlet Security & Risk Group (SSRG) is an ISO31000, ISO9001 and ISO45001 certified company and one of Canada's leading security companies. We provide a variety of client-centric security, technology, risk management, and investigation solutions to customers across the country. Our diverse, highly qualified team members and relentless commitment to excellence create superior results for our clients.

About the Position

The ideal candidate is flexible, has excellent communication skills, can work independently and is a strong multitasker. They will work closely with our Admin and Technical team members and provide support across a variety of administrative and operational functions.

The successful candidate must also have three to five years of administrative experience. As a main requirement, we require someone with extensive experience with invoicing. As this is a small office, we ideally require someone who is definitely hands‑on and also able to fill‑in whenever someone is away or overloaded and someone who understands processes and also has experience related to Purchasing, A/R, A/P, Collections, Sales, Service and basic Project Management skills, etc.

Responsibilities

• Invoicing using QBs Desktop and NetSuite
• Managing recurring invoices to our customers (monthly, quarterly, annually)
• Verify and get approvals for supplier bills as required
• Posting supplier bills in the accounting system once approved
• Share reception tasks and incoming calls when required
• Learning and having the ability to perform other tasks currently being performed by the other administrators so you are able to step in when a staff member is away or overloaded
• Improving processes where you see fit and making the necessary steps to implement those new processes once approved
• Providing assistance to our admin, technical and sales team members when required
• Continuously providing customer care of uncompromising standards and quality
• Investigate and rectify problems when errors occur
• Maintaining a broad and deep knowledge of all programs and services offered by OHM Security
• Working collaboratively with your colleagues across all internal business lines
• Assisting with the preparation of reports for review and dissemination to clients and management as required
• Liaise with clients, vendors and team members as required

Qualifications

• Minimum three (3) years of experience in an administrative role, preferably within the security industry or Construction Industry or Property Management experience
• High school diploma required, a college diploma or equivalent relevant work experience is preferred
• Knowledge of NetSuite software is required
• Knowledge of QuickBooks Desktop preferred
• Proficiency in Microsoft Word, Excel, Outlook, Office 365, Adobe and/or PDF Element
• Must be detail-oriented, able to multi-task and have good organizational skills
• Outstanding listening, verbal as well as superior written communication skills
• Tact and discretion to safeguard confidential information
• Demonstrate a strong sense of urgency and a proactive approach to problem-solving
• The ability and insight to think critically, break down problems and recognize patterns and linkages that are not always apparent
• Meticulous in maintaining logs, spreadsheets, reports and other key documents as required
• Knowledge of alarm monitoring services would be a definite asset
• Basic understanding of shipping and cross-border rules & requirements would be an asset
• Familiarity with basic work-related Health & Safety requirements and 3rd party H&S compliance portals would be an asset
• Able to easily adapt to change as many current processes may be converted to systems used by SSRG
• Someone who can take the initiative when something new is presented to them
• Willingness and being eager to learn new tasks
• Able to remain cool and professional under stress and able to prioritize between the various tasks at hand

Working Conditions

• Based at our Mississauga, Ontario office
• Reports directly to the EVP of Operations
• Primarily an in‑office role
• Standard business hours (Monday to Friday), with occasional after‑hours availability for urgent matters

Compensation and Benefits

• Annual Salary Range: $60,000 to $75,000 depending on experience
• Health benefits plan

All hiring decisions are made by qualified recruitment professionals. AI is not used to evaluate candidates or make hiring decisions.

Due to a high volume of applications, only those selected to move forward in the hiring process will be contacted.