Our client is seeking a reliable, highly organized, and proactive Office & Business Operations Coordinator to join their team in a permanent, full-time capacity.
This is a broad, hands-on position supporting the day-to-day operations of a growing technology company. The role combines office administration, financial coordination, customer support, marketing assistance, licensing administration, and database/CRM management.
The successful candidate will be comfortable managing multiple priorities, working independently, communicating professionally with customers and external partners, and using technology and AI tools to work efficiently.
Key Responsibilities
Office & Administrative Support
- Provide general administrative and operational support to the CEO
- Coordinate trade-show events and coordination and travel arrangements
- Respond or route general customer inquiries and direct requests appropriately
- Maintain organized electronic and physical filing systems
- Assist with employee onboarding and health-benefit administration
- Maintain day-to-day office organization and administration
Customer & CRM Support
- Maintain and update customer and prospect information in HubSpot and SAAS renewals
- Support onboarding of new clients
- Assist with ongoing customer needs and follow-up
- Help maintain strong customer relationships and customer satisfaction
- Support Customer Success activities as required
- Maintain accurate customer, sales, and operational records
Marketing & Business Support
- Assist with preparation and scheduling of LinkedIn/company social media posts
- Support newsletters, brochures, and other marketing materials
- Support surveys and market research
- Help maintain and clean HubSpot/CRM data
- Assist with trade shows, promotional activities, and related marketing coordination
Financial & Accounting Support
- Prepare and process customer invoices and purchase orders
- Perform basic bookkeeping using QuickBooks or similar accounting software
- Assist with maintaining accurate day-to-day financial transactions
- Assist with performing bank reconciliations
- Support Accounts Receivable and Accounts Payable activities
- Follow up with customers regarding outstanding accounts and payments
- Assist with monthly and quarterly financial and operational reports
Licensing & Database Administration
- Support customer software licence generation and administration
- Track and coordinate licence renewals (SAAS)
- Maintain accurate licence and customer records
- Assist with database administration and data management
- Ensure information is accurately entered, maintained, and updated across company systems
Qualifications
- Minimum 3–5 years of experience in office administration, business operations, executive support, bookkeeping, or a similar role
- Basic bookkeeping and financial administration experience
- Experience with QuickBooks or similar accounting software
- Experience with bank reconciliations, invoicing, Accounts Receivable and Accounts Payable
- Experience with CRM systems; HubSpot experience is preferred
- Strong proficiency with Microsoft Excel, Word, Google Workspace, and email communications
- Comfortable working with databases and maintaining accurate records
- Excellent written and verbal English communication skills
- Strong organizational skills and exceptional attention to detail
- Ability to prioritize multiple responsibilities and meet deadlines
- Ability to work independently and take ownership of assigned responsibilities
- Strong customer-service and interpersonal skills
- High level of professionalism, reliability, punctuality, and confidentiality
- Comfortable learning and using new technology and AI productivity tools
Preferred / Assets
- Experience working within a technology, security, IP camera, software, or SaaS environment
- Experience with customer success or client account management
- Experience with Adobe Suite or other marketing/design tools
- Experience preparing newsletters, social media content, or marketing materials
- Database administration experience
- Experience supporting trade shows and corporate events
- Experience with payroll, employee benefits, or general HR administration
- Familiarity with AI tools such as Claude or similar platforms
Work Arrangement
- Permanent, full-time
- 40 hours per week
- Hybrid work arrangement
- In-office requirement: Monday, Wednesday, and Friday
- Remote work option on the remaining days
- Location: Richmond, BC
Compensation & Benefits
- Salary: $75,000 CAD/year
- Health benefits: 50% employer co-payment
- Professional growth opportunities within an innovative technology company
- Collaborative and entrepreneurial team environment
How to apply
Interested candidates are invited to apply through LinkedIn or send their resume to [email protected].
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
