Operations & Administrative Coordinator, Retail & E-commerce

Job summary

Coordinate shipments, supplier and retailer orders, warehouse requirements, shipping documentation, payment schedules, and retail chargebacks or claims. Maintain organized company records, handle routine vendor communications and office administration, and support bookkeeping and financial reconciliations.

Job details

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. If you are interested, please email us your resume at info@kaeros.global.

What you’ll do

Coordinate shipments, supplier and retailer orders, warehouse requirements, shipping documentation, payment schedules, and retail chargebacks or claims. Maintain organized company records, handle routine vendor communications and office administration, and support bookkeeping and financial reconciliations.

Requirements

Requires at least two years of experience in an administrative, operations, or coordinator role, fluent written and spoken English, strong organizational skills, and comfort with Google Workspace and learning new tools. Basic bookkeeping knowledge is expected; experience with accounting software, import/export or logistics, shipping documents, retail order systems, or business-level Korean, Japanese, or Mandarin is an asset.

Benefits

• Extended Health Benefits

Listed skills

• Operations Coordination · Preferred
• Google Workspace · Preferred
• Attention to detail · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Operations Coordination
• Administrative Coordination
• Shipping and Logistics
• Import and Export
• Order Processing
• Retail Purchase Order Management
• Supplier Coordination
• Freight Forwarder and Customs Broker Coordination
• Accounts Payable and Receivable Tracking
• Invoice Reconciliation
• Chargeback and Claims Disputes
• Bookkeeping
• Google Workspace
• Document Management
• Attention to Detail
• Written and Spoken English

Job areas

• Logistics
• Administrative
• Finance & Accounting
• Retail
• Food & Beverage