Office Operations Assistant

Terra Dygital Solutions is an innovative IT services provider headquartered in Vancouver, BC. We are dedicated to effectively addressing a diverse range of complex IT challenges by leveraging modern technologies. Our core expertise lies in advising clients on cybersecurity and business/system architecture through our Virtual CIO services, developing cutting-edge solutions via application development and system integration, and managing and optimizing desktop, server, and network environments as a Managed Services Provider. Join our dynamic and rapidly growing team, where you will collaborate with top-notch professionals, work with the latest technologies, and play a crucial role in our clients’ success—all while enjoying significant opportunities for personal and professional growth.

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.

· 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.

· Paperwork: Complete necessary applications for customers, suppliers, and government agencies in relation to various company activities.

· 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.

· 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