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Administrative & HR Coordinator
2 weeks ago
At Spexi Geospatial, we’re revolutionizing accessibility to high-resolution geospatial imagery through cutting edge drone technology. We’re on a mission to empower individuals and businesses alike with unprecedented spatial insights. As we continue to expand we’re seeking an Administrative & HR Coordinator to strengthen our operations, people processes, and office management.
**Location**:
This role is based out of our space in the 800 block of Powell Street, Vancouver. Spexi has a blended in-person and remote work culture, with employees located across Canada and the U.S. The Powell Street office serves as a flexible space for collaboration, while occasional remote work is also supported.
**About You**:
You are a proactive self-starter who doesn’t wait for tasks to be handed to you. You take ownership when you see a problem, confidently problem solving and mapping out the “how” to get things done. You work well independently while collaborating seamlessly across the business to support different teams as needed. You’re also the go-to person for employee inquiries, whether that’s pointing people to the right internal processes or ensuring policies are followed consistently. You deliver results with accuracy and professionalism and enjoy problem-solving, building structure, and improving processes to keep things running smoothly and efficiently.
**Responsibilities**:
- Office Operations: Responsible for the daily running of the office. This includes coordinating cleaners, landlord, and vendors. Managing deliveries, shipments, and ordering of office supplies. Maintain health and safety standards while fostering positive and professional relationships with vendors, landlords, and other external partners.
- Onboarding & HR Support: Prepare, send, track, and organize onboarding documents and policies. Build and maintain the Onboarding Hub in Notion. Coordinate new hire logistics, including laptops and equipment, ensuring everything is ready on day one. Support offboarding by coordinating the return of company equipment. Ensure compliance with HR requirements including WorkSafeBC/WCB
- Company Events: Organize and coordinate internal company events from planning through execution.
- Marketing & Sales Event Support: Provide finance and administrative support for events led by the Marketing and Sales teams. Centralize event-related purchases, including signups, tickets, and vendor orders (e.g., chairs, power, supplies). Track event details in Notion and ensure finance requirements are completed accurately and on time.
- Travel & Logistics: Book and coordinate company travel, including flights and accommodations, ensuring smooth and cost-effective arrangements.
- Contracts & Compliance: Draft and manage the full lifecycle of sales contracts, including creating initial drafts, coordinating approvals, sending documents through DocuSign, and ensuring signed copies are received and properly filed. Support the Sales team throughout this process and assist with other administrative needs related to customer contracts.
- NDA Management: You’ll have the opportunity to redesign our company-wide NDA tracking system in order to overhaul and maintain it for improved transparency and ease of access. You’ll continue to be responsible for overseeing this process, receiving and filing signed NDAs, and ensuring they are properly documented and stored for future reference.
- Finance & Vendor Management: Support the finance team with process documentation, pilot reconciliation, and related administrative tasks. Manage SaaS vendors by setting up new subscriptions, coordinating account access, tracking renewals, and ensuring costs align with budgets. Work with the payables team to confirm vendor invoices are received, recorded accurately, and paid on time. Oversee vendor onboarding and help refine finance and administrative processes by identifying opportunities to improve efficiency and accuracy.
- Ad Hoc Administrative Support: Take on miscellaneous finance and administrative tasks that arise throughout the year, such as year-end mail outs (e.g., T4As), coordinating U.S. tax requirements through Stripe, and other special projects as needed.
**What You Bring**:
- 5+ years in administration or operations support roles, with proven ability to manage multiple priorities across finance, HR, and office management functions.
- Previous experience working in a growth stage startup or other fast paced dynamic and remote or hybrid work environment.
- Strong written and verbal communication skills, with the confidence to guide employees through processes and enforce compliance in a professional, approachable manner.
- Technical Skills: Proficiency with MS Office Suite, Google Workspace, Notion, DocuSign, as well as experience using a variety of other SaaS tools and a proven ability to learn.
- Comfort with general IT troubleshooting support and basic technology setup for new hires.
- Work Style: Proactive, detail-oriented, and able to work
