Office Operations Assistant

Terra Dygital; Vancouver; On-site; CAD 50,000 - 60,000; Full time

Benefits offered by this job

Short Term Incentive Plan

Great health benefits and vacation

Company laptop and peripherals

Cellphone & Commuting Allowance

Great environment & culture!

Job summary

Terra Dygital Solutions, based in Vancouver, is seeking an Office Operations Assistant to support day-to-day operations and procurement across the organization. You will report to the VP of Finance and help maintain efficient workflows in a fast-paced IT services environment.

The role emphasizes strong organization, attention to detail, and the ability to manage competing priorities. You'll assist multiple teams with administrative and procurement tasks, ensuring smooth operation.

Qualifications

• Procurement and administrative experience are required.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Experience with MS Office (Teams, Outlook, Word, Excel and SharePoint).
• Experience with ERP, accounting, or procurement systems is a plus.
• Experience in IT services or MSP environment is a plus.

Responsibilities

• Procure office supplies, hardware, software, and services for internal ops and client needs.
• Coordinate incoming and outgoing shipments and shipping docs.
• Support billing: invoice prep, payment tracking, follow-ups.
• Review timesheets for accuracy and proper authorization.
• Handle documentation for customers, vendors, regulators.
• Process employee expense reports and reimbursements.
• Arrange travel logistics and support travel issues.
• Communicate with vendors and clients on procurement, shipping, billing.
• Support day-to-day office ops and maintain workspace.
• Guide and support junior team members in admin and procurement tasks.

Skills

Procurement experience

Organizational skills

Communication skills

Time management

MS Office suite

Teamwork and independence

Education

Post-secondary education in Business Administration or related field

Equivalent practical experience

Tools

MS ERP systems

ERP software

SharePoint

Microsoft Office suite

Job description

Company Overview

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.

Position Overview

As an Office Operations Assistant based in our downtown Vancouver office, you will report to the VP of Finance and play a key role in supporting day-to-day operations across the organization. This role is responsible for coordinating procurement activities and providing administrative support across multiple teams.

We’re looking for someone who is highly organized, detail-oriented, and comfortable managing competing priorities in a fast-paced environment. You’ll be a central support resource, helping to keep operations running smoothly and efficiently across the business.

Responsibilities

• Procures office supplies, hardware, software, and services for internal operations and client needs, ensuring timely and cost-effective purchasing in alignment with company policies
• Coordinates incoming and outgoing shipments, including preparation of shipping documentation and tracking of deliveries
• Supports billing activities, including invoice preparation, distribution, payment tracking, and follow-up on outstanding balances
• Reviews and validates timesheets to ensure accuracy, completeness, and appropriate authorization
• Completes required documentation and applications for customers, vendors, and regulatory bodies as needed
• Processes employee expense reports, ensuring accuracy, policy compliance, and timely reimbursement
• Arranges travel logistics, including flights, accommodations, and itineraries, and provides support for travel-related issues
• Communicates with vendors and clients regarding procurement, shipping, billing, and related operational matters
• Supports day-to-day office operations, including maintaining supplies and ensuring a well-functioning workspace
• Provides guidance and support to junior team members within administrative and procurement-related activities

Skills and Knowledge

• Demonstrated experience in procurement and administrative functions
• Strong organizational skills with the ability to manage multiple priorities
• Effective written and verbal communication skills
• High attention to detail and accuracy
• Strong time management and prioritization capabilities
• Ability to adapt to changing priorities and work in a fast-paced environment
• Ability to work independently and collaboratively within a team
• Proactive approach to work, with the ability to take initiative and drive tasks forward
• Self-motivated with a strong sense of accountability
• Proficiency in Microsoft Office tools, including Teams, Outlook, Word, Excel, and SharePoint
• Ability to support and guide junior team members
• Experience in an MSP or similar environment is considered an asset

Education and Experience

• Post-secondary education in Business Administration, Operations, or a related field, or equivalent practical experience
• 2–4 years of experience in an administrative, operations, or procurement-focused role
• Experience supporting procurement, billing, or general office operations
• Exposure to accounts payable/receivable, invoicing, or expense processing is considered an asset
• Proficiency with Microsoft Office applications, including Excel, Outlook, and Teams
• Experience working with ERP, accounting, or procurement systems is considered an asset
• Experience in an IT services or managed services environment is considered an asset

Compensation and Additional Perks

• Competitive Compensation based on skill set and experience can range between $50,000 and $60,000 per year
• Short Term Incentive Plan
• Great health benefits and vacation
• Company laptopand peripherals
• Cellphone & Commuting Allowance
• Great environment & culture!