Administrative Coordinator​/Temp

Solotech is not accepting Agency/Recruiter submissions.

The Administrative Coordinator will coordinate and provide support to the finance and team by means of entering and maintaining revenue and billing data in R2 and other related software, as well as providing a full range of administrative support for the Sales and Operations teams. In addition, the Administrative Coordinator will provide support to internal and external clients on all aspects relating to current and future projects.

This position is a 3-month contract (temporary) opportunity, with the potential for extension or conversion to a permanent role based on performance and business needs.

• Creating events in R2 with the proper Case set up.
• Manage onboarding of new customers including customer creation, credit application.
• Create and maintain billing schedules, weekly/biweekly billings, and revenue recognition orders.
• Ensure deposits are collected prior to ship date.
• Reconcile billing and revenue weekly against the 04.03 reports and quote billing schedules.
• Ensure proper sales tax is included on billings when applicable.
• Supply client with replacement manifest and ensure COIs are in place prior to event ship date.
• For events less than $400k; responsible for getting T&Cs fully executed.
• For events equal to or greater than $400k; draft long form contracts and liaise between clients and our legal team for redlines, responsible for getting agreements fully executed.
• Work in collaboration with AR team for Billings & Collections.
• Maintain weekly aging report by monitoring client payments and notating account.
• Maintain pipeline updating revenue from quote versions from QC board per notification from QC team.
• Maintain Contract Admin board with current data for each event.
• Respond to customers’ requests regarding purchase orders, rentals, and invoicing of their current projects and escalate as necessary.
• Maintain files in Customer Billing TEAM share location.
• Collaborate with admin team and produce weekly BI reports for review.

• Post‑secondary education in appropriate discipline or any other training deemed relevant preferred.
• 3‑5 years of administrative experience.
• 3‑5 years of accounting experience.
• Experience in or working knowledge of the entertainment, lighting, sound, or video industries.
• Knowledge of the R2 inventory software (an asset).
• Demonstrate excellent skills in communication and professionalism internally/externally.
• Mastery in Microsoft Office, specifically Excel and Word.
• Excellent organizational and multitasking skills.
• Ability to prioritize tasks according to level of importance.
• Proficient in Microsoft Office; specifically Excel and Word.
• Demonstrate thoroughness, initiative, and extreme attention to detail.
• Ability to work autonomously, in addition to demonstrate initiative and resourcefulness.
• Knowledge of R2 software (an asset).
• Strong relational and interpersonal skills, coupled with excellent customer approach skills.
• Demonstrate judgment, tact, diplomacy, in addition to always maintaining a high degree of discretion and confidentiality.

• Continually:
  Sit, walk, speak, and hear.
• Continually:
  Type, write, and read.
• Occasionally:
  Stand, stoop, twist, carry, reach, push and lift up to 15 lbs.

• Time will be spent in an office setting.
• Flexible work hours to support operations.
• Environment may be fast paced, stressful, hot, cold, and dark.

• 401(k) with employer contribution.
• Skills development activities and opportunities for career advancement.
• Work environment conducive to personal health and well‑being.
• Employee assistance program.

Solotech is an equal opportunity employer. EOE/M/F/D/V