Project/Credit Administrator

Vaughan, ON

Founded in 1991, the Mircom Group of Companies is North America’s largest independent designer, manufacturer and distributor of intelligent building and life safety solutions. Reaching customers in over 100 countries worldwide, our portfolio includes: fire detection & alarm, communications & security, mass notification, nurse call, and building automation & smart technologies.

Mircom’s mission is to save lives and protect property by providing a line-up of innovative and advanced solutions which are scalable to satisfy diverse user demands, from small buildings to the largest complexes. Our unwavering commitment to North American manufacturing enables us to offer the highest quality and best competitive value across our vast range of products and solutions.

We are seeking a highly organized and detail-oriented Project/Credit Administrator to support accurate financial processing and the smooth execution of customer projects. In this role, you will be responsible for clearing outstanding balances and maintaining the integrity of financial transactions. You will investigate and resolve discrepancies related to pricing, taxes, freight, restocking fees, discounts, and customer account information, as well as manage and resolve disputes regarding overall charges. Your work will directly support accurate billing and strong customer and vendor relationships.

On the project side, you will oversee key administrative activities throughout the entire project lifecycle. This includes opening projects in accordance with company standards, collaborating with sales representatives to capture and document all relevant project details, and monitoring material releases and realized labor to ensure timely and accurate invoicing. You will work closely with the finance team to reconcile project-related financial data, helping to provide clear, reliable reporting and ensuring that all customer billing is complete, correct, and delivered on schedule. This is a full-time permanent role based out of head office in Vaughan, ON.

Customer Disputes & Credits

• Apply in-depth knowledge of industry best practices to resolve complex customer disputes.
• Collect and analyze information to calculate and process multiple types of credits, including:
  • Incorrect prices and taxes
  • Freight and restocking charges
  • Incorrect customer charges
  • Incorrectly applied discounts
  • Clearing outstanding balances
• Work directly with customers to resolve issues involving administrative and billing functions.
• Create credit memos as required.
• Maintain organized documentation to support future audits; manage file attachments and email history.

Invoicing & Financial Administration

• Perform daily invoice posting, using strong system knowledge to correct errors on sales orders that AX cannot process automatically.
• Review sales orders, labor hours, subcontractor purchase orders, and related accounting records to identify and resolve discrepancies between bills, compensation, and customer accounts.
• Prepare, modify, and send invoices; ensure timely and accurate project billing and cost overview.
• Produce various ad-hoc reports and metrics related to billing, credits, and project financials.

Purchasing & Materials

• Create weekly purchase orders (POs), process receiving and invoicing for external material purchases for Mircom Gardia Engineering Systems.
• Create POs for external material and subcontractors related to projects.
• Track material releases and ensure accurate recording in the system.

Project Administration

• Analyze all documentation received from sales for new projects; request additional documents when necessary prior to opening/processing projects.
• Open and maintain projects in the system, ensuring all information and documentation are accurate and up to date throughout the project lifecycle.
• Manage day-to-day administrative activities for project, sales, and operations teams.
• Support an effective communication strategy with all project stakeholders, including Accounts Receivable, Accounts Payable, and other internal teams.
• Keep work and project milestones on schedule; track and monitor budgeted labor hours.
• Add/remove material or labor from projects as needed and adjust budgeted costs and revenue accordingly.
• Maintain accurate customer records in the system; update files and notify relevant parties of changes as required.
• Provide status and completion information on projects to internal departments and customers upon request.
• Control the closure of projects in accordance with designated timelines.

• College Diploma or university degree in Business Administration.
• 1 to 3 years of proven experience is preferred.
• Strong written and verbal communication skills.
• Active listening and the ability to convey information clearly and professionally.
• Critical thinking, problem-solving, and strong analytical skills.
• Social perceptiveness and the ability to build effective working relationships with multiple teams.
• Excellent organizational skills with a strong focus on accuracy and time-sensitive responsibilities.

• A great working environment with opportunities for career advancement
• Competitive salary
• Group Insurance benefits
• Company RRSP program

We would like to thank all applicants for their interest in this position however  only candidates being considered for interviews will be contacted.

Mircom Group of Companies is an equal opportunity employer that considers all applicants regardless of cultural background, religion, marital status, sexual orientation, family status, disability or any other grounds as outlined in the Human Rights Act.  Mircom is committed to providing a welcoming and inclusive work environment for all individuals with disabilities in a respectful and dignified manner. Accommodations will be made available, upon request, to applicants who have specialized needs throughout the recruitment process. 

At Mircom Group of Companies, we take a thoughtful and balanced approach to compensation. Salary ranges reflect the starting point for each role, while final offers are determined through a holistic assessment of the candidate’s skills, experience, qualifications, potential contributions, internal equity, and prevailing market conditions following the selection process. In addition to competitive pay, Mircom offers a comprehensive total rewards package that includes robust benefits coverage and RRSP.

  Disclaimer:  Mircom does not accept resumes from employment placement agencies, head-hunters or recruitment suppliers that are not in a formal contractual arrangement with us. Our recruitment supplier arrangements are restricted to specific hiring needs and do not include this or other job postings. Any resume or other information received from a supplier not approved in advance by Mircom to provide resumes to this posting or web-site will be considered unsolicited and will not be considered. We will not pay any referral, placement or other fee for the supply of such unsolicited resumes or information.