Startup Office Administrator

Job description

Hostmost Marine is leading marine communications and navigation service provider with depots in Canada, China, Hong Kong, Philippines, Singapore, and Vietnam. The company is a distributor with dealer networks in U.S.A., Central and South America. To better support our customers globally Canada, we are strengthening our sales and service teams by hiring sensible and client-focused candidates.

Currently, we’re looking for a Startup Office Administrator (Permanent, with 3 months’ probation)for our office at Vancouver, BC depot.

1. Administrative Support

• Organize and manage daily office operations.
• Handle correspondence, including emails, phone calls, and internal communications.
• Maintain a filing system for company records and documents.
• Schedule meetings, events, and appointments for team members or leadership.

2. Office Management

• Assist Set up and maintain the physical office space (if applicable).
• Ensure the availability of office supplies and manage procurement.
• Handle vendor relationships (e.g., IT support, office supplies, utilities).

3. Human Resources Assistance

• Assist in recruitment processes (e.g., posting jobs, coordinating interviews).
• Manage onboarding for new hires, including preparing workspace and documents.
• Support team-building activities and company culture initiatives.

4. Finance and Budget Assistance

• Process invoices, receipts, and expense reports.
• Track operational expenses and collaborate with accounting personnel (if any).

5. Documentation and Compliance

• Maintain organized records of contracts, policies, and regulatory documents.
• Ensure compliance with legal and industry-specific regulations.
• Assist in drafting or reviewing business documents as needed.

6. Logistics and Coordination

• Arrange shipping and receiving for small deliveries or packages.
• Coordinate travel arrangements for employees and leadership.
• Support team logistics for external meetings, conferences, or events.

7. Technology and Tools Management

• Set up and manage office software and tools (e.g., email systems, project management tools, collaboration platforms).
• Act as a point of contact for troubleshooting minor IT issues or liaising with IT support.

8. Customer and Stakeholder Interaction

• Greet visitors, clients, or investors in a professional and friendly manner.
• Handle basic customer service inquiries or direct them to the appropriate team member.
• Support communication with external stakeholders such as partners or suppliers.

9. Qualifications:

• Minimum high school diploma.
• Minimum 5 years in an administrative, document control, and/or accounting role.
• Minumum 3 years of supervisory or management experience.
• Exceptional computer skills, including strong proficiency with MS Office suite.
• Excellent, professional verbal and written communication skills.
• Strong work ethic; well organized and able to effectively multitask and meet deadlines.
• Cooperative, adaptive, and able to work effectively with a variety of work styles.
• Self-starter; ability to recognize areas for improvement with minimal supervision.
• Detail oriented, striving for perfection in all tasks and work product.
• Applicant must have U.S. Person status to perform the duties of this position
• Preferred:
• An associate's degree or equivalent is preferable.

Qualities and Skills for a Startup Office Administrator

• Flexibility: Ability to adapt to rapidly changing priorities.
• Initiative: A self-starter attitude to proactively address challenges.
• Tech-Savviness: Comfort with startup-oriented tools like Slack, Asana, Trello, or QuickBooks.
• Strong Multitasking Abilities: Capable of juggling multiple roles and responsibilities.

Entrepreneurial Mindset: A willingness to grow and take on new challenges as the business scales

Job Types: Full-time, Permanent

Pay: $27.00-$32.00 per hour

Benefits:

• Dental care
• Extended health care
• On-site parking

Schedule:

• Monday to Friday

Work Location: In person