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Office Coordinator

Who We Are:

Velocity Bolting designs engineered products that solve the most complex bolting problems in the world. Our patented Velocity Washer technology is used globally by the largest industrial players, helping them work more safely, efficiently, and reliably in demanding environments. We’re in the process of launching our next product.

We have lots of a gritty startup energy, but we’re past the “idea stage.” We have real product–market fit, customers around the world, and growing traction across multiple industries. Our work sits at the intersection of engineering, manufacturing, and real-world industrial application - where problems are hard, constraints are real, and solutions actually matter.

As we grow, we’re focused on building a team that:

Works collaboratively to solve complex problems.
Cares about building a sustainable, long-term business.
Takes pride in doing high-quality work.
And genuinely enjoys working together along the way.

This is not a grind-for-the-sake-of-grinding culture. We believe in working hard on meaningful problems, supporting each other, and building something we’re proud of together.

Position Summary:

We are seeking an organized and detail-oriented Office Coordinator to join our fast growing team. In this role, you will be the backbone of our operations - managing office and facility operations, bookkeeping, HR coordination, vendor management, compliance, and executive support. You'll work in a fast-paced, collaborative environment supporting a team of engineers, sales professionals, and leadership as we scale revolutionary bolting solutions across defence, industrial, and commercial markets.

Key Responsibilities:

Office & Facility Operations:

Own day-to-day office and facility operations – such as supplies, vendor management, and general upkeep.
Maintain records management and file organization systems.
Provide IT support coordination and other ad hoc tasks that keep things running smoothly.

Bookkeeping & Financial Admin:

Handle routine QuickBooks Online bookkeeping: posting transactions, entering and paying bills, generating estimates, issuing purchase orders and invoices, and coding expenses.
Handle financial admin tasks including expense tracking, tagging, and reporting.
Run payroll and process contractor payments.

Grants & Funding:

Manage and track awarded grants including timelines, reimbursement claims, documentation, and compliance reporting. You will be responsible for the filing and submittals.
Coordinate with program officers, consultants, and internal team members to keep grant deliverables on track.

Vendor & Contract Management:

Track vendor contracts, invoices, and recurring payments so nothing is missed or late.
Keep internal systems, documents, and processes organized and up to date.

Purchasing & Shipping:

Issue and manage purchase orders, track approvals, and maintain accurate procurement records.
Coordinate inbound and outbound shipments, including freight bookings, customs documentation, and carrier coordination.
Prepare export documentation and customs paperwork for international shipments.
Follow up with suppliers and logistics partners to ensure on-time delivery and resolve issues proactively.

HR Administration:

Coordinate onboarding for new hires, including orientation, paperwork, and equipment setup.
Support benefits administration and maintain training records and documentation for all employees.
Track vacation, leave, and benefits administration.

Compliance & Safety:

Manage WHMIS documentation and Safety Data Sheets (SDS).
Coordinate safety inspections and incident reporting.
Own a defined slice of quality documentation tied to our ISO 9001 certification effort, including filing, version control, and distribution.

Required Qualifications:

2+ years of office management, administrative, or operations experience.
Comfort working in QuickBooks Online or similar accounting software.
Proficiency with Microsoft 365 (Planner, Project, and the common apps).
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Experience with payroll systems and basic accounting/bookkeeping practices.
Familiarity with HR functions (onboarding, leave tracking, benefits).
Attention to detail and ability to maintain confidentiality.
Proactive problem-solving mindset and flexibility in a growing company.

Nice-to-Have Skills:

Experience with grant administration or government compliance reporting.
Knowledge of manufacturing, defence or heavy industrial operations.
Experience with export documentation or international compliance.
Familiarity with project management tools (we currently use Microsoft Planner/Project).
Background in WHMIS, workplace safety management, or ISO 9001 documentation.
Experience in a fast-paced startup or scale-up environment.

What We Offer:

Collaborative, supportive team environment.
Opportunity to be directly involved in scaling an innovative Canadian company.
Exposure to international business development and the inner workings of a fast growing business.
Professional development opportunities.

How We Work:

This is a full-time in person role (office in Burnaby). We understand that people are people and things come up – so if you need to take off early one day for an appointment, cool. We're not here to watch the clock. We trust you’ll get the work done. Standard hours are 8:00 – 5:00pm, but let us know if you’d prefer earlier/later and we’ll make it work for the right candidate.

How to Apply:

Please submit a resume and short message on why you think you’re a good fit to careers@velocitybolting.com with the subject line \"Office Coordinator Application.\" Non-AI generated content highly encouraged – let us know who you really are.

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