Terra Dygital Solutions Inc.
Office Operations Manager
Description
About Terra Dygital
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.
About this role
As the Office Operations Manager at our fast-paced, rapidly growing company, you will play a key role in leading our General Operations Team and overseeing a variety of administrative and procurement tasks. Your primary responsibility is to ensure smooth day-to-day operations while coordinating between internal teams, management, external clients, and vendors. You will be the go-to person for ensuring all stakeholders remain satisfied, fostering strong relationships, and providing exceptional support across all levels of the business.
In this dynamic and ever-evolving industry, you will need to stay agile, managing shifting priorities, optimizing processes, and proactively addressing any operational challenges. The ideal candidate thrives in a high-energy environment, demonstrating excellent leadership, communication, and problem-solving skills. You will be instrumental in driving efficiency and supporting the company's growth, ensuring that both internal operations and external partnerships run seamlessly as we continue to scale.
Key Responsibilities
- Oversee a team dedicated to ensuring the smooth day-to-day operations of the office, fostering a collaborative and efficient working environment.
- Continuously assess and improve office processes and procedures across all areas of operations like procurement, reimbursements, etc. Recommend and implement improvements to enhance workflow, reduce bottlenecks, and support organizational growth.
- Build and maintain strong relationships with external vendors, clients, and partners to ensure satisfaction and reliability in the provision of services. Act as the point of contact for vendor negotiations and problem resolution.
- Create and manage the company’s travel processes, from booking to approval, ensuring cost-efficiency, compliance with company policies, and a seamless experience for employees.
- Oversee Timesheet Review process for Contactors.
- Oversee the dispatch and receipt of parcels, preparing all necessary shipping documentation, and monitor the progress of shipments.
- Ensure team members maintain 99% accuracy for recording and filing of client invoices, adhering to the correct procedures. Monitor the process closely, providing guidance and ensuring that there are no errors, delays, or discrepancies in invoicing.
- Manage and streamline application processes involving customers, suppliers, and government agencies, ensuring all documentation is accurate, accessible, and up to date. This includes maintaining detailed records of procurement, travel, and reimbursements, and generating regular reports for management. The ability to understand and translate technical information in applications into clear, actionable steps or documentation for internal and external stakeholders is preferred.
- Communication with suppliers and customers regarding procurement, shipping, billing, and related activities.
Skills and Knowledge
- Strong leadership skills with the ability to manage and motivate a diverse team.
- Effectively manages tasks and deadlines, prioritizing responsibilities to ensure timely completion.
- Exceptional skills in both interpersonal and communicative aspects, with the ability to de-escalate situations with clients and achieve positive outcomes when necessary.
- A sharp focus on meticulousness is crucial to ensure accuracy in every task. This involves carefully reviewing work to identify and correct any errors before completion.
- Competent in managing time efficiently and prioritizing tasks effectively.
- Ability to quickly adapt to change and manage multiple tasks simultaneously is essential
- The ability to work independently while also collaborating effectively within a team to achieve common goals.
- Demonstrates initiative and self-motivation by proactively progressing tasks without direct supervision and continuously seeking smarter, more efficient ways to achieve outcomes in a dynamic environment.
- Proficiency in Microsoft Office tools like Teams, Outlook, Word, Excel, and SharePoint will be considered valuable.
Education and Experience
- Post secondary degree/diploma in business administration, office administration, or a related field is considered as an asset.
- Proven experience in office operations, procurement, or a similar role, ideally in a fast-paced, tech-driven environment.
- Prior experience in an MSP or a related field is considered a valuable asset.
Compensation and Additional Perks
- Annual Salary: $75,000 - $85,000
- Company laptop
- Cellphone allowance
- Commuting/Fitness Allowance
- Short-term Incentive Plan
- Great environment & culture!
Compensation
$75,000.00 - $85,000.00 per year