Administrative and Operations Officer

For more than 30 years, TradeBeyond has been advancing a more efficient, responsible supply chain. Responding to retail sourcing’s need for smarter, automated workflows and data transparency, we developed the industry’s leading supply chain platform, CBX, which is relied on by many of the largest brands and retailers around the world.

As consumers, businesses, and governments alike have increased their commitment to sustainability, Fortune 500 companies such as The Home Depot, REI, Safeway, Lidl, and Lululemon have turned to TradeBeyond to help optimize product development, manage suppliers, reduce waste, and improve quality and compliance.

Learn more at TradeBeyond.com

About the Role

We are seeking a highly organised and adaptable person to join our Vancouver office. This is a hybrid role covering HR administration, payroll coordination, travel & expense management and office operations supporting 40+ staff across both the US and Vancouver offices. The successful candidate will play a key role in ensuring smooth day-to-day operations, accurate payroll and reimbursement processes, and effective coordination across teams and vendors. This role is hands-on role requiring strong attention to detail, ownership, and the ability to work across multiple functions.

Responsibilities

General Operations and Office Support

Expense management reimbursements

• Review, validate, and process employee expense claims (including credit card reconciliations and marketing spend)
• Ensure compliance with company policies and proper supporting documentation
• Track, analyze, and report expense trends
• Follow up with staff on missing, overdue submissions and approvals
• Expense Approval and Reimbursements

Travel coordination

• Coordinate, pre-approve, and book business travel in accordance with company policies
• Act as the primary contact for travel-related queries and arrangements

Office & facilities management

• Oversee office operations in Vancouver and support US office coordination (e.g., Regus/WeWork, vendor, facilities)
• Act as main point of contact for visiting employees and local office needs
• Manage office supplies procurement, vendor coordination/queries

General administrative support

• Assist with invoicing and collections as needed
• Provide administrative support to leadership (e.g., SVP of sales with expense management, approvals, and reimbursements)

Requirements

• 5+ years of experience in office management, accounting knowledge and experience a plus
• Highly organized with excellent attention to detail
• Basic knowledge of accounting processes (invoicing, reimbursements)
• Proficiency in Excel/Google Sheets
• Tech-savvy and eager to learn new tools quickly (e.g., ERP, HRIS, expense software)
• Strong communication skills; able to coordinate across departments and time zones
• Proactive problem solver with ability to prioritize and multi-task in a fast-changing environment

TradeBeyond Offers

You will work in a flat and open team environment where your experience and expertise are valued. You will work in partnership with a leadership team who have profound domain knowledge in their functional areas and are keen to work with you to continuously make positive impacts for our customers and employees. Externally, you will be engaging with a client network on a global footprint.

We offer competitive compensation in a dynamic, high growth and global environment. At TradeBeyond, we value the diversity of our employees and partners. We believe that our company thrives when we support and celebrate our differences.

Interested parties, please apply together with resume and send it via APPLY NOW.

We are an equal opportunity employer and welcome applications from all qualified candidates. All information provided by applicants will be treated in strictest confidence and handled confidentially for recruitment-related purposes within the company and our associated company. Applicants may be considered for other suitable positions within the company over a one-year period, after which their personal data will be destroyed