Administrative and Operations Lead - Vancouver

Administrative and Operations Lead · About Talk Shop Media · Talk Shop is an international full-service, integrated communications agency redefining content to help organizations get known and be understood. Our purpose is to spark meaningful conversations that resonate and endur ...

Job description

Administrative and Operations Lead

About Talk Shop Media

Talk Shop is an international full-service, integrated communications agency redefining content to help organizations get known and be understood. Our purpose is to spark meaningful conversations that resonate and endure through innovative communication strategies in public relations, corporate communications, and digital media.

Role Overview:

This is a highly executional role for someone who brings steady energy, strong ownership, and a problem-solving mindset to their work. You'll operate largely behind the scenes, supporting administrative operations, internal systems, onboarding and offboarding, and light finance and accounting support in close collaboration with the Managing Partner and Director of Finance.

This role is focused on reliability and momentum and the ability to keep the business organized, connected, and running smoothly, even as things change. You're someone who spots gaps early, takes initiative, and ensures nothing important falls through the cracks.

Role Responsibilities

Administrative & Office Operations

• Work from our Vancouver office at least 4 days per week to support day-to-day operations
• Manage light office administration, including supplies, vendors (e.g., cleaning services), and strata/building coordination
• Maintain office technology, equipment, and inventory records
• Serve as the first point of contact for internal administrative and basic IT support
• Manage Google Groups, shared drives, access permissions, password resets, and account deactivations
• Maintain organized internal files, operational documentation, and execution checklists
• Coordinate office logistics including couriers, mail, client gifts, inventory, and office services
• Answer phones and manage general administrative inquiries
• Check and process incoming mail, including logging cheques
• Support partner scheduling, calendar coordination, and internal communications as needed
• Create, manage, and file client service agreements, contracts, and company documentation 

Operations & People Support

• Support onboarding and offboarding of team members in coordination with HR and Finance
• Assist with benefits administration (enrollments, changes, terminations) alongside vendors
• Track and coordinate team milestones including anniversaries, birthdays, and acknowledgements
• Support internal events, culture initiatives, retreats, and holiday gatherings
• Support company-wide meetings and town halls (logistics, scheduling, materials)
• Administer and support core business tools and platforms, including: Google Workspace, Slack, Asana, BambooHR, Toggl, One Password, Hubspot and other
• Act as a super-user for internal platforms and systems, ensuring the team is properly onboarded and supported
• Troubleshoot day-to-day system issues and manage renewals
• Support HR policy updates
• Conduct research and provide administrative support on ad-hoc projects as required

Finance & Accounting Support

(In close coordination with the Director of Finance — this role does not own financial strategy or approvals)

• Set up new clients in time tracking and invoicing systems
• Support with the issuing of invoices accurately and on time
• Assist with revenue recognition processes
• Support soft AR collections and client follow-ups 
• Process vendor invoices and payments 
• Monitor Accounts Payable inbox and communicate with vendors
• Support month-end close activities
• Support balance sheet reconciliations
• Assist with finance-related system upgrades and ad-hoc reporting requests

Special Projects

• Support internal special projects as needed, including but not limited to:
  • AI acceleration initiatives
  • Internal tool rollouts and adoption
  • Process documentation and operational support

Requirements

• 3–6+ years of experience in an administrative, operations, or office management role
• Proven ability to operate autonomously in a fast-paced, evolving environment
• Strong organizational skills with excellent attention to detail and follow-through
• Comfort working across multiple systems, tools, and workflows simultaneously
• Clear, professional written and verbal communication skills
• High degree of discretion and professionalism when handling sensitive information
• Strong working knowledge of Google Workspace and comfort learning new platforms quickly
• Experience supporting finance, invoicing, or operational workflows is an asset

What We're looking for

We're looking for someone who:

• Brings endless energy and a strong sense of ownership
• Is a true problem solver at heart - proactive, resourceful, and solution-oriented
• Is a quick study, comfortable learning new tools and processes
• Acts as a culture driver and positive influencer within the team
• Is comfortable building structure while things are still evolving
• Operates autonomously and follows through without needing constant direction
• Treats the business with care, accountability, and discretion

Nice to Haves

• Have worked in administration or operations within a professional services environment
• Have experience in an agency setting
• Enjoy supporting the design of presentations, internal decks and documents, or pulling data from tools like HubSpot
  

Compensation & Benefits

• Salary: $60,000–$75,000 CAD, depending on experience
• Vacation: 3 weeks paid vacation
• Benefits: Extended health coverage
• Access to an annual Health Spending Account (HSA)
• A trusted, meaningful role within a collaborative and supportive team
  

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Location

Vancouver, British Columbia (Hybrid)

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Department

G&A

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Employment Type

Full-Time

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Minimum Experience

Mid-level

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Compensation

$60,000-$75,000 DOE

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