Office Administrator

ACD Systems International, Inc.

April 14, 2015

Original postings on the Viatec site are removed after the position is closed, but the posting will be archived here. The original posting was at

Job Category: 
Job Specialization: 
Finance and Accounting
Company Overview: 

ACD Systems International Inc.

ACD Systems is the largest and most respected independent digital image editing and management provider in the world. The company was founded in 1993 in Texas by technology and imaging visionary Doug Vandekerkhove. Doug foresaw the importance of the convergence of analog and digital (print, photos, scans, video and metadata) in the 80’s, revolutionizing how analog and digital information was used in pre-Web applications. Today ACD holds seven patents, and millions of ACDSee products are in use throughout the world.

ACD Systems has offices in the United States and Canada, supported by a team of global channel partners. With a product family that includes ACDSee Pro, ACDSee Pro Mac, ACDSee photo editing and management solutions, and Canvas technical illustration software, the company serves millions of consumers, small and medium sized businesses, government agencies and educational institutions, and corporate customers.

Representative markets for ACD Systems' products include AEC (architecture, engineering and construction), insurance, manufacturing, aerospace, automotive, government, architecture/construction, education, gaming, technology, bio/health and oil/gas/energy. Customers include General Motors, Caterpillar, Boeing, The New York City Fire Department, NASA, CNN and the Royal Canadian Mounted Police. ACDSee software was used in the making of the movie Titanic because the filmmakers recognized that only ACDSee could provide the illustration, editing and management tools required for their large scale, complex development tasks and image management requirements.

Job Summary: 


Under the direction of the Business Intelligence Team Lead, the Office Administrator provides support services to the Accounting, Legal, and Human Resources Departments.  The Office Administrator provides proactive administrative support, which includes assisting with the creation of company reports, Accounts Payable processing, data entry, word processing, sorting and filing, etc.  This individual regularly communicates with internal customers and external vendors in order to follow-up on Accounts Payable/Purchasing matters and to provide valuable assistance to the G & A Team.


  • Building Collaborative Relationships
  • Customer Orientation
  • Thoroughness
  • Organization and planning
  • Oral/Written Communication
  • Policy and procedure

ESSENTIAL DUTIES AND RESPONSIBILITIES   Include the following. Other duties may be assigned.  

  • Assist with company reporting in Excel (20%)
  • Segment email accounts (20%)
  • Create Employment Contracts using templates (20%)
  • Record managing Company Contracts (10%)
  • Enter vendor invoices & employee expense reports (10%)
  • Reviews purchase requests, enters purchase orders and issues purchase order numbers to internal customers and external vendors (5%)
  • Correspond with internal customers and external vendors to verify purchase order and invoice approval and to resolve issues and/or problems with invoice payment (5%)
  • Prepares month end spreadsheets and other reports as necessary 
  • Compiles, sorts and files documents, such as purchase orders, expense reports and vendor invoices
  • Interacts with all levels of the company to provide information, support and direction
  • Cross trains with receivables and payables to provide holiday coverage and administrative support as required 
  • Performs other clerical duties as needed, such as photocopying, letter writing, special projects, etc.


  • Ability to understand and use Google Search results
  • Ability to establish and maintain effective working relationships with all internal and external stakeholders
  • Strong business communication skills in both written and verbal form
  • Excellent organizational skills with an ability to balance multiple priorities, in a fast paced work environment 
  • Strong administrative skills with careful attention to detail
  • Solid understanding of what is involved with the provision of quality internal and external customer service 
  • Willingness to learn 


  • Certificate or Diploma    
  • Minimum 1 year in a data entry position
  • Minimum typing speed of 50 WPM
  • Experience with Microsoft Office Suite: Word, Excel, Gmail and the Internet
  • Experience with accounting/purchasing software and knowledge of  Sage 50 accounting software is an asset
  • Bookkeeping experience an asset.
How To Apply: 

ACD Systems would like to thank all who apply but only those who chosen for an interveiw will be contacted.

Please email your resume stating the Job Title your are applying for in the subject line to