Administrative and Operations Officer

About the job Administrative and Operations Officer
For more than 30 years,  Trade Beyond  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 Trade Beyond to help optimize product development, manage suppliers, reduce waste, and improve quality and compliance.

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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

Trade Beyond 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…