Office Operations Assistant

2 weeks ago

Vancouver, Canada Terra Dygital Solutions Inc. Full time

**Company Overview**

**Position Overview**

As a Office Operations Assistant based in our downtown Vancouver office, you will report directly to the Director of Finance and take on the crucial role of managing and executing a diverse range of procurement and administrative tasks to support the company's operations. This position demands a highly organized and efficient individual capable of juggling multiple tasks at once and providing essential support across various departments.

**Responsibilities**
- **Purchasing/Ordering**: Take charge of acquiring office supplies, computer equipment, software licenses, and services for both our clients and our company. Ensure purchases are made in a timely and cost-efficient manner, while strictly adhering to company policies.
- **Shipping**: Oversee the dispatch and receipt of parcels, preparing all necessary shipping documentation and monitoring the progress of shipments.
- **Billing**: Aid in the creation and distribution of invoices, keep track of payments, and proactively follow up on any unpaid invoices.
- **Timesheets**: Gather and scrutinize timesheets to confirm their accuracy, guaranteeing that all recorded hours are properly documented and authorized.
- **Expenses**: Administer and process expense reports, ensuring they are recorded accurately and reimbursements are made promptly.
- **Travel**: Organize travel plans, including booking flights, arranging accommodations, and preparing itineraries for staff members. Provide assistance with any travel-related issues and ensure adherence to the company's travel policies.
- **Communications**: Maintain communication with suppliers and customers regarding procurement, shipping, billing, and related activities.
- **Office Management**: Ensure the smooth operation of the office daily and maintain a well-stocked kitchen with beverages and snacks.
- **Mentoring**: Offer guidance and support to junior staff, aiding in their professional development within procurement and administrative roles.

**Skills, Knowledge, and Experience**
- **Demonstrated Experience**: Solid background in procurement and administrative positions.
- **Organizational Skills**: Robust organizational and multitasking capabilities.
- **Communication Skills**: Exceptional skills in both interpersonal and communicative aspects.
- **Detail-Oriented**: A sharp focus on meticulousness is essential.
- **Time Management**: Competent in managing time efficiently and prioritizing tasks effectively.
- **Adaptability**: The ability to swiftly adapt to changes and manage various tasks concurrently.
- **Independence & Teamwork**: The capacity to operate autonomously as well as collaboratively within a team.
- **Initiative**: The initiative to progress tasks proactively without the need for direct supervision and to find smarter and more efficient ways to achieve outcomes.
- **Self-Motivation**: Driven to perform in a dynamic environment.
- **Technical Proficiency**: Proficiency in Microsoft Office tools like Teams, Outlook, Word, Excel, and SharePoint.
- **Leadership**: The ability to inspire and lead junior team members.
- **Industry Experience**: Prior experience in an MSP or a related field is considered a valuable asset.

**Job Types**: Full-time, Fixed term contract
Contract length: 4 months

Pay: $25.00-$30.00 per hour

Expected hours: 40 per week

Work Location: In person

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