Office & Operations Coordinator

About North Vector Dynamics

North Vector Dynamics is a Canadian defense technology company redefining modern air defense with modular, low-cost, and sovereign IP. Our technologies are designed to close critical capability gaps with solutions that are faster to deploy, more affordable to scale, and engineered for today's battlespace.

As an Office & Operations Coordinator, you will play a central role in keeping the company running smoothly day to day, while supporting finance, compliance, and business operations. This is an opportunity to grow with a fast-moving startup and take on responsibilities beyond a traditional administrative role.

Core Responsibilities (Day-to-Day Focus)

• Office & Administrative Support

  • Manage calendars, coordinate meetings, and prepare agendas/minutes.

  • Book travel and accommodations; coordinate logistics for internal and external events.

  • Maintain office supplies, equipment, and facilities; act as point of contact for building management and vendors.

  • Support onboarding of new employees (workspace setup, keys, email accounts).

  • Monitor company inboxes and voicemail; draft/administer routine correspondence.

• File & Records Management

  • Organize and maintain filing systems (NAS and shared drives).

  • Ensure file naming standards, backups, and archiving are followed.

  • Track contracts, NDAs, invoices, and other key records.

• Finance & Compliance Support

  • Categorize expenses and assist with bill payments in QuickBooks.

  • Prepare basic reconciliations (credit card, petty cash).

  • Collect timesheets and forward payroll inputs to provider.

  • Track deadlines for tax filings, corporate annual returns, and regulatory renewals.

  • Assist with board/shareholder meeting prep and maintain corporate minute books.

  • Assist with contract administration for R&D programs.

• Extended Responsibilities (Depending on Capacity & Skills)

  • Prepare invoices and follow up on overdue accounts.

  • Help track SR&ED and government grant-related expenses.

  • Monitor grant, funding, and contract deadlines; download and prepare forms.

  • Provide logistical support for field tests (permits, accommodations, non-technical supplies).

  • Assist with social media posts, job postings, and marketing campaigns.

  • Support preparation of presentations, proposals, and pitch materials.

Qualifications

• 3-5 years of experience in administration, office management, or operations (startup or technology environment an asset).

• Strong organizational skills with attention to detail.

• Comfort with financial/admin systems (QuickBooks, Excel, or similar).

• Ability to juggle multiple deadlines and priorities.

• Strong written and verbal communication skills.

• Proactive and adaptable – able to take initiative in a startup environment.

• Must be legally entitled to work in Canada.

Ideal Candidate Profile

• Experienced in office administration, operations, or executive support – ideally in a startup, small company, or professional services environment where they wore multiple hats.

• Hands-on familiarity with QuickBooks, payroll prep, and basic reconciliations, with the ability to keep financial records clean and audit-ready.

• Comfortable maintaining corporate filings, board records, and compliance logs (CRA, Corporations Canada, APEGA, etc.).

• Discreet and reliable: able to handle sensitive financial, legal, and personnel information with confidentiality.

• Adaptable and proactive: comfortable shifting between routine admin tasks and project-based work (e.g., grant prep, field test logistics, certification research.

• Familiarity with the Canadian Armed Forces (CAF) or defense environment (e.g., prior administrative experience in CAF/DND, work with a defense contractor, or exposure to military programs) is considered a strong asset.