Operations & Administrative Coordinator, Retail & E-commerce

Operations & Administrative Coordinator

Kaeros Global Trading Inc. · Hybrid (Vancouver) · Full-time

Salary: $60,000–$70,000 per year, depending on experience

About Kaeros

Kaeros Global Trading is a Vancouver-based food import, export and trade company. We source food products from across Asia-Pacific for North American retail, and we help North American brands expand into Asian markets. We're the Importer of Record for our products under Canada's food safety regulations (SFCR). We work closely with suppliers in Korea, Japan, Taiwan, and the Philippines, and with retail partners across Canada.

We're a small team, so this role has real ownership. You'll keep our day-to-day operations organized and on schedule.

What you'll do

Operations and logistics

• Maintain the shipping schedule and track orders from supplier to warehouse
• Work with suppliers, freight forwarders, and customs brokers to keep shipments and paperwork moving
• Maintain the payment schedule and flag upcoming supplier payments and customer receivables

E-Commerce and Retailer orders

• Review, confirm, and process purchase orders from our retail partners
• Coordinate with our warehouse on order prep, labeling, routing requests, ASNs, and carrier pickups
• Monitor chargebacks, shortage claims, and performance metrics, and file disputes when needed
• Reconcile invoices, remittances, and deductions against shipments
• Work closely with our contractors to ensure that tickets are monitored

Administration

• Keep our shared drive organized, with consistent naming, folders, and version control
• Find and prepare files, documents, and reports when requested
• Handle routine emails and follow-ups with vendors, especially our partners in Asia
• Help with scheduling, meeting prep, and general office administration

Bookkeeping support

• Enter bills, invoices, and expenses into our accounting software
• Help with basic reconciliations and keep financial records organized for our external accountant

What we're looking for

• 2+ years of experience in an administrative, operations, or coordinator role
• Fluent in English, written and spoken (required)
• Strong organizational skills and attention to detail. You notice when a date, number, or document doesn't line up.
• Comfortable with Google Workspace and able to learn new tools quickly
• Basic bookkeeping knowledge; experience with QuickBooks, Xero, or similar is a plus
• A proactive, reliable working style. You follow up without being asked.

Assets

• Business-level Korean, Japanese, or Mandarin
• Experience in import/export, logistics, food, or consumer products
• Familiarity with shipping documents (commercial invoices, bills of lading, packing lists)
• Experience with Amazon Vendor Central, EDI, or retail PO and chargeback processes

What we offer

• Salary of $60,000–$70,000, based on experience
• Direct exposure to international trade and cross-border retail
• Extended Health Benefits
• A close-knit team where your work is visible and valued
• Room to grow as the company expands

Because we work with partners in Asia, you'll occasionally need to send emails early in the morning or in the evening. We plan for this with flexibility.

Diversity and inclusion

Kaeros works across cultures every day, with suppliers in Asia and retail partners across North America, and we’re better at it when our team brings different backgrounds and perspectives. We welcome applications from people of all backgrounds, including women, Indigenous peoples, racialized people, persons with disabilities, and 2SLGBTQIA+ people. If you need an accommodation at any point in the hiring process, let us know and we’ll work with you.

We hire based on skills and potential. If you don’t meet every qualification but think you’d do well in this role, we’d still like to hear from you.

If you are interested, please email us your resume at [email protected].