Administrative and Operations Specialist

Job Responsibility:

Job Summary We are seeking a detail-oriented and organized Administrative Assistant to join our team. The ideal candidate will provide essential support in a fast-paced office environment, particularly within an office setting. This role requires proficiency in various administrative tasks, including managing files, utilizing Google Suite and QuickBooks, and delivering excellent customer support. The Administrative Assistant will play a key role in ensuring smooth operations at the front desk and throughout the office.

Key Responsibilities

Administrative Support

• Assist CEO and Operations Team with email workload, scheduling, project managing, and task follow-ups
• Complete forms and applications as needed (e.g., account setup, vendor applications)
• Set up and manage new digital accounts and logins
• Organize internal documentation and help standardize processes

Operations Support

• Monitor and track inventory levels across sales channels and warehouses
• Place purchase orders and coordinate with suppliers as needed
• Assist with online listings and sales campaigns
• Help plan and execute product launches across digital platforms
• Support customer service functions, including responses to product or order inquiries

Accounting Support

• Process accounts payable and reconcile receipts in QuickBooks Online
• Run routine payments and assist with financial tracking
• Generate financial summaries and reports for owner review
• Follow up with customers who are overdue on payments
• Create and manage inter-company billing documents

Office Management

• Maintain and restock office supplies and equipment
• Create and maintain office logs, forms, and checklists
• Assist with employee onboarding and check-in procedures
• Ensure the office is organized, functional, and clean

Quality Control & Compliance Support

• Help QC team prepare product shipments and complete required documentation
• Ensure paperwork and records are up to date for regulatory compliance

Social Media & Customer Support

• Monitor and respond to customer inquiries on social media platforms
• Provide support on campaign execution and basic engagement tasks

Culture Support

• Coordinate team events, and seasonal celebrations to support a positive office culture
• Maintain an internal calendar of employee anniversaries and key milestones, and provide timely reminders to leadership to support recognition, performance evaluations, and compensation reviews
• Assist in writing and posting new job listings as roles open up
• Help screen applicants, schedule interviews, and communicate with candidates
• Support onboarding of new hires with welcome materials and first-day checklists

Experience & Technical Skills

• 2+ years minimum experience in an administrative, operations, or office coordination role (experience in a small business or startup environment is an asset)
• Strong proficiency in QuickBooks Online for accounts payable, payment processing, and light financial reporting
• Advanced skills in spreadsheets (Google Sheets or Excel), including the ability to organize, analyze, and present data effectively
• Comfortable using a wide range of digital tools and platforms (e.g., Google Workspace, Slack, Amazon Seller Central, Canva, inventory and logistics systems)
• Proven ability to create and maintain organized digital filing systems , trackers, and process documentation

Soft Skills & Work Style

• Exceptionally organized and detail-oriented — nothing slips through the cracks
• Self-motivated and independent — able to work alone for extended periods without micromanagement
• Strong problem-solving skills — takes initiative to figure things out and find solutions without constant direction
• Clear and professional written and verbal communication
• Comfortable working in a fast-paced , multi-tasking environment with shifting priorities
• Able to work collaboratively across departments (admin, operations, QC, social media) while also owning individual responsibilities

If you are looking for an opportunity to contribute to a supportive team while developing your administrative skills, we encourage you to apply.

Job Types: Full-time, Permanent

Pay: $25.00-$30.00 per hour

Additional pay:

• Bonus pay
• Commission pay

Benefits:

• Casual dress
• Dental care
• Extended health care
• On-site gym
• On-site parking
• Store discount
• Wellness program

Schedule:

• Monday to Friday

Application question(s):

• How soon can you start?

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 3 years (required)

Location:

• Saskatoon, SK (preferred)

Willingness to travel:

• 100% (required)

Work Location: In person