Administrative and Operations Officer

TradeBeyond Limited; Vancouver; Hybrid; CAD 70,000 - 95,000; Full time

Job summary

TradeBeyond Limited is hiring an Administrative and Operations Officer in Vancouver for a hybrid role supporting 40+ staff across US and Canada. You will manage HR administration, payroll coordination, travel/expense management, and general office operations.

The ideal candidate is highly organized, detail‑oriented, and capable of coordinating across time zones with vendors and internal teams. Experience with payroll, benefits, and basic accounting is preferred.

Qualifications

• 5+ years in office management and HR administration required, accounting knowledge a plus.
• Familiarity with payroll processes for Canada and US helpful.
• Strong communication and ability to coordinate across time zones.
• Proficient in Excel/Google Sheets and basic accounting concepts.
• Tech-savvy with ability to learn ERP/HRIS/expense software quickly.

Responsibilities

• Coordinate payroll with providers for Canada, US, and remote staff.
• Oversee onboarding/offboarding payroll and benefits for Canada and US offices.
• Support year-end tax reporting and reconciliations with HR/Finance teams.
• Review, validate, and process employee expense claims and travel bookings.
• Maintain office operations in Vancouver and support US office coordination.

Skills

Office management

HR administration

Payroll coordination

Attention to detail

Time zone coordination

Tools

Excel/Google Sheets

ERP

HRIS

Expense software

Job description

About the job 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 organized 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

Payroll and Staff Benefits (40%)

• Coordinate with external payroll providers for Canada, US and occasional remote international employees
• Support payroll processing, including data review, verification, and uploading to vendor portals
• Handle onboarding/offboarding payroll and benefits for both Canada and US office, including medical, retirement plan such as401(k) and etc.
• Support to manage adjustments, reconciliation, year-end tax reporting (e.g., W-2, T4), and resolve discrepancies with HR/Finance
• Maintain up-to-date knowledge of industry trends, regulatory changes, and best practices in payroll management and employee benefits in both Canada and US

General Operations and Office Support (60%)

• 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
• 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

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 and HR administration; accounting knowledge and experience a plus
• Highly organized with excellent attention to detail
• Familiarity with payroll processes, benefits and retirement plans in both US and Canada
• 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.

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