Overview

Octave is seeking an Order Management Associate to serve as the first point of contact for customers, ensuring prompt and professional handling of all inquiries and issues. This role involves close collaboration with the sales team, supporting their activities and maintaining accurate records and documentation. The ideal candidate will manage internal administrative processes efficiently and oversee customer assets to ensure data accuracy and smooth operations.

Responsibilities

• Manage and process customer orders in compliance with company policies and procedures
• Enter order data into the company’s accounting/ERP system with accuracy and timeliness. Verify pricing, quantities, and terms in line with established business rules.
• Coordinates with departments regarding the order status, customer deliveries, and software licensing.
• Invoice and support asset management by maintaining accurate customer records and documentation.
• Maintains detailed and accurate sales records to show evidence of compliance to audit requirements associated with tasks.
• Handle client communication, ensuring a professional and customer-oriented approach.
• Assist the accounting team by preparing documentation, meeting deadlines, and supporting accurate reporting.
• Resolve customer administrative issues, perform fact-checking, and investigate discrepancies.
• Manage administrative workflows in coordination with other team members to ensure smooth daily operations.
• Support scheduling of tasks and proactively work to meet departmental deadlines.
  Assist with basic reconciliation tasks and gather accounting information as needed.

Key Skills / Experience

• Minimum of 3 years of experience in a similar role, preferably in administrative support, customer service, or sales assistance.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with CRM systems (e.g., Salesforce) is a strong advantage.
• Experienced in managing administrative operations, including document organization, record keeping, and filing systems.
• Skilled in coordinating between departments and operational units to resolve daily administrative and operational issues.Fluency in English & French communication (verbal and written).
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with CRM systems (e.g., Salesforce) is a strong advantage Strong organizational and multitasking abilities
• Able to meet tight deadlines
• Team-oriented with the ability to work independently
• Detail-oriented, accurate, and efficient
• Strong problem-solving skills
• Positive and self-motivated

Education / Qualifications

We are seeking a highly motivated and service-oriented individual with a solid background in administrative support, customer service or sales coordination. Degree in Business Administration, Office management, Communications or related field is preferred.

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About Octave

Octave provides mission-critical software that empowers organizations to make informed decisions across every stage of the asset lifecycle - Design, Build, Operate and Protect - where performance, safety, and reliability are non-negotiable and failure is not an option.

Turning complex operational data into actionable intelligence, Octave connects expertise, real-world conditions and enterprise-scale insight to improve performance, resilience and incident response where it matters most.

Octave has more than 7,000 employees in 45 countries. Learn more at octave.com and follow us on LinkedIn.

Why work for Octave?

All in. Always forward. That's the way we do things around here. We put trust in our people because we believe it's the best way to unleash potential, bring ideas to life, and keep moving ahead. And it's why we're committed to creating an environment that's truly supportive, providing you with the resources you need to support your ambitions, no matter who you are or where you are in the world.

Everyone is welcome

At Octave, we believe that diverse and inclusive teams are critical to the success of our people and our business. Here, everyone is welcome. As an inclusive workplace, we don't discriminate. In fact, we embrace differences and are fully committed to creating equal opportunities, an inclusive environment, and fairness for all. 

Respect is the cornerstone of how we operate, so speak up and be yourself. You're valued here.