Annex Pro is looking for a highly organized Operations Administrator to support our Finance, Operations, and Sales teams. This role plays an important part in keeping the day-to-day flow of the business running smoothly, and is ideal for someone who enjoys keeping things organized, following up on details, helping teams stay organized, and making sure nothing falls through the cracks.

Annex Pro is a Vancouver-based IT solutions provider/Value Added Reseller with a 40+ year history of specializing in the media and entertainment industry. Our customers include film and television studios, animation and visual effects companies, post-production houses, and creative teams across Canada.

We help creative organizations design and operate the technology behind modern media production, working with industry leaders such as Autodesk, Avid, Apple, Dolby, Adobe, Dell, Lenovo and others.

You will be supporting an experienced operations and finance team who will guide priorities and processes, while you help ensure the many moving parts of a busy business stay organized and on track.

The Role:

You will work closely with our operations and finance team to coordinate administrative and operational tasks that keep orders, logistics, and internal processes moving.

You will not be expected to manage projects or redesign systems. Instead, your focus will be on helping execute and coordinate the daily administrative flow of the business, ensuring information is organized and nothing falls through the cracks.

The role includes regular communication with colleagues, customers, and vendors to help keep orders, shipments, and documentation moving smoothly.

Responsibilities

Customer & Administrative Support

- Answer and direct incoming phone and email inquiries promptly
- Greet visitors when customers or partners visit the office
- Assist customers with basic questions such as order status, shipping updates, and delivery timing

Order & Logistics Coordination
- Support the operations team with B2B & B2C (eComm) order processing and documentation
- Track shipments and deliveries and keep internal teams updated on status
- Coordinate courier shipments and the receiving of packages and equipment
- Working closely with customs broker, making sure international deliveries are handled correctly

E-commerce & Web Store Support
- Process daily web store orders and ensure orders are handled accurately and promptly




- Keep web store stock information up to date and help ensure active promotions are reflected correctly
- Monitor web store orders for delays, backorders, or stock issues, and promptly update customers when needed
- Process customer returns and related follow-up documentation
- Respond to website contact forms, including customer support questions, order ETA requests, and general inquiries

Finance & Documentation Support
- Assist with organizing purchase orders, invoices, and supporting documentation
- Help the finance team with administrative tasks related to billing and collections
- Maintain organized records related to orders and transactions

Internal Coordination
- Help ensure requests from sales, operations, and finance teams are routed appropriately
- Follow up on outstanding items so orders and projects keep moving
- Assist with general office coordination and administrative tasks as needed
- Help maintain a clean and organized office environment
- Assist with basic office upkeep (kitchen tidiness, plants, office supplies)
- Open and close the office as required (key holder responsibilities)

Who You Are
- Organized and reliable - you enjoy keeping things orderly and up to date
- Open to feedback and able to apply guidance in a positive, constructive way
- Cooperative and team-oriented
- Comfortable following up with colleagues, vendors, or customers when something needs clarification
- Friendly and professional in your communication
- Detail-oriented and careful with documentation and information
- Comfortable working with business software such as spreadsheets, CRM systems, and online tools
- Proactive in managing priorities and looking for ways to support the team when core daily tasks are complete
- Able to juggle multiple small tasks and stay organized throughout the day
- Able to lift and move boxes weighing up to 50 pounds
- Comfortable working in a dog-friendly workplace

What Success Looks Like in This Role
- Orders, shipments, and documentation move smoothly through the system
- Customers and colleagues receive quick, clear, and helpful communication
- Customers are kept informed about order updates, delays,



or backorders before they need to follow up, including proactive check-ins when an update is still pending
- The operations and finance teams know they can rely on you to keep details organized and up to date
- Small issues get noticed early and followed up before they become bigger problems

Our company is known for responding quickly and helping customers promptly, so reliability and responsiveness are important in this role.

Nice to Have

- Previous experience in an administrative, operations, or office coordination role
- Experience working in a B2B business environment
- Familiarity with CRM systems such as HubSpot or order management tools

What We Offer
- Competitive salary based on experience
- Flexible Health and dental perks
- Paid vacation
- Additional Wellness days (separate from vacation)
- Paid office closure between Christmas and New Year’s (separate from vacation)
- Consistent Monday to Friday schedule with predictable 9:00 a.m. to 5:00 p.m. hours, with weekends and statutory holidays off
- Friendly, professional office environment with a collaborative team
- Team events and staff perks throughout the year

About Annex Pro Annex Pro is a long-established Canadian technology partner serving creative industries across Canada. Our customers include many of the country’s leading visual effects studios, animation companies, broadcasters, and post-production facilities.

Our culture values responsiveness, collaboration, and taking care of customers and colleagues alike.

If you enjoy keeping things organized and making sure details are handled properly, this role will suit you well.

Please include a brief cover letter explaining why you believe you would be a strong fit for this role and how your experience aligns with the responsibilities of the position.

Job Types: Full-time, Permanent

Pay: $53,000.00-$62,000.00 per year

Benefits

- Casual dress
- Company events
- Dental care
- Extended health care
- Paid time off
- Vision care

Ability to commute/relocate:
- Vancouver, BC V5L 2G1: reliably commute or plan to relocate before starting work (required)

Application question(s):
- Are you a Permanent Resident of Canada OR a Canadian Citizen?
- If you are on a Work Permit, what date is it valid until?
- Are you able to lift and move boxes weighing up to 50 pounds?

Education:
- Secondary School (required)

Experience:
- Office: 1 year (required)

Work Location: In person

📌 Operations Administrator (Vancouver)
🏢 Annex Pro
📍 Vancouver