Office Administrator to support VP with administrative tasks and following up on invoicing and vendors

S.i. System's client is looking for a Office Administrator to support VP with administrative tasks and following up on invoicing and vendors

This position is open to either contract or permanent applicants. The preference is for a someone who would be open to a 1 year contract and then convert to permanent full-time. This is a fulltime onsite role in downtown Vancouver.

MUST HAVES:

• 2+ years of experience in an administrative role
• Excellent attention to detail and time management-you love keeping things organized.
• Proactive communicator, especially when following up on payments or clarifying financial information.

NICE TO HAVES:

• Experience managing or coordinating with external vendors or bookkeepers
• AP/AR or invoicing experience

Responsibilities:

Finance & Accounting

· Manage Accounts Payable & Receivable (AP/AR): Process invoices, track payments, and follow up on outstanding balances.

· Handle Client Invoicing & Collections: Ensure accurate billing and timely payments.

· Reconcile Accounts & Financial Records: Support month-end and year-end processes in collaboration with external bookkeepers.

· Liaise with Bookkeepers: Ensure compliance and timely financial reporting.

Office Administration

• Oversee Office Operations: Coordinate office supplies, scheduling, and facility needs .
• Support Internal Admin Systems: Maintain organized filing, onboarding checklists, and team documentation.

Vendor & IT Coordination

• Manage IT Vendor: Serve as primary liaison for external IT support, cloud tools, and operational platforms.
• Troubleshoot Basic IT Issues: Coordinate timely resolution of tech issues internally or through vendors.
• Track Licenses & Subscriptions: Ensure key software and service agreements are current and cost-effective.

Contract & Vendor Management

• Manage Vendor Contracts: Track, organize, and renew service contracts, ensuring compliance and service quality.
• Support Contract Drafting & Review: Assist leadership in preparing, reviewing, and maintaining client, contractor, and supplier agreements.