Operations Coordinator

2 days ago

Vancouver, Canada Sonic Incytes Full time

**About the Role**

Are you a detail-oriented problem solver who enjoys working with cross-functional teams? Do you excel at coordinating tasks and staying organized in a fast-paced environment?

In this role you will play a key part in daily operations by supporting project coordination, logistics, office management, and data management. We are looking for someone who is highly organized, quick to learn, and a natural multitasker, eager to collaborate across departments to ensure seamless operations and successful project execution.

This role reports to the Director of Operations and is an in-person position in Vancouver, BC.

**Responsibilities**:
**Project Coordination**
- Assist with special projects and initiatives across multiple departments including Operations, Corporate, Marketing, Human Resources, Sales and Quality.
- Organize and facilitate stakeholder meetings, including preparing agendas, taking minutes, and following up on action items.
- Develop and implement new processes within the HubSpot CRM to enhance data integrity and system efficiency. Ensure all users are accurately completing relevant fields and adhering to established workflows.
- Support the Marketing team with conference coordination, collateral printing and distribution, and other related tasks.
- Assist the Quality Department with administrative tasks, including the organization and release of new quality documents and maintaining compliance records.

**Logistics Support**
- Work closely with the manufacturing team to coordinate the shipping and receiving of our product, Velacur and other company items.
- Meticulously track and monitor shipments, providing timely updates to relevant stakeholders and ensuring customer satisfaction.
- Generate required customs paperwork for the US and other international shipments.
- Schedule daily transportation requirements with different carriers and couriers.
- Handle any shipping-related issues or discrepancies promptly and effectively, including communicating with couriers or package delivery services (FedEx, UPS) to locate missing packages or expedite delivery delays.
- Maintain organization and filing of shipping documents.
- Monitor inventory of shipping materials and supplies; prepare purchase requisitions for needed supplies.

**Human Resources Support**
- Assist with the recruitment process by posting job openings, reviewing resumes, and coordinating interviews.
- Maintain and update employee records in HRIS (Human Resource Information System) and personnel files, ensuring accuracy and confidentiality.
- Prepare HR-related reports, including headcount, turnover, and performance metrics.
- Support in the planning and execution of HR initiatives and projects.
- Assist in the onboarding process for new employees, including office orientation and workstation setup.

**Office Management**
- Maintain the inventory of office and kitchen supplies, including stationery and cleaning products.
- Place weekly orders for kitchen supplies, including coffee, tea, snacks, fruit, and milk, ensuring that supplies are always stocked.
- Coordinate and order lunch for company-hosted meetings, ensuring timely delivery and accommodating dietary preferences or restrictions of attendees.
- Organize and lead internal team celebrations, such as employee birthdays and appreciation initiatives.
- Support the planning and execution of larger company events, including holiday and summer parties.
- Oversee office technology systems (printers, telephones, computers) and provide basic IT support and troubleshooting.

**Corporate Support**
- Assist with the company’s fundraising initiatives by conducting investor research and outreach, tracking fundraising activities, coordinating investor conferences and meetings, and administrating the company’s data room.
- Support the reconciliation of company credit card statements by sourcing, matching and verifying receipts to ensure accurate financial records.
- Arrange travel itineraries, accommodations, and transportation for the executive and other team members as required.

**Data Management**
- Maintain and update the company's filing systems in Dropbox and Google Drive, ensuring all files are saved correctly and are easily accessible.
- Conduct research, compile data, and perform data analysis and reporting for various departments as required.
- Assist in the development and maintenance of company dashboards, ensuring accurate data visualization and reporting to support decision-making across departments.

**Qualifications**:

- ** Positive Attitude & Learning Mindset**:Demonstrates a proactive, solution-oriented approach to challenges, with a strong eagerness to learn and grow.
- **Education**: Bachelor’s degree in a related field.
- **Experience**: 2-4 years of experience in operations coordination, administrative support, or a similar role.
- **Project Coordination**: Proven experience in project coordination and working with cross-functional teams.
- **Organiza

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