Admin & Inventory Coordinator

About Bean North

Bean North Coffee Roasting Co. Ltd. is a Yukon-based coffee roasting company and café committed to quality coffee, ethical sourcing, sustainability, and excellent customer service. We are looking for a reliable, detail-oriented person to support our order management, inventory systems, wholesale communication, and day-to-day administration.

This is a key support role for the business. The right person will be organized, accurate, calm under pressure, and comfortable learning systems and procedures. This position requires follow-through, good judgment, and a willingness to ask questions before forcing a workaround.

Position Summary

The Admin & Inventory Coordinator will help manage the flow of customer and wholesale orders from communication through fulfillment. This includes order entry, customer emails, inventory-related administration, delivery coordination, and support for internal systems.

This role is well suited to someone who enjoys accurate computer work, organized processes, customer communication, and keeping information clean and reliable. Experience with inventory/order management software is an asset. Training will be provided, but the successful candidate must be comfortable learning detailed systems such as Acctivate.

Main Duties

• Process customer and wholesale orders accurately
• Enter and maintain information in Acctivate and other order-management systems
• Monitor order flow from email, website, and internal requests through fulfillment
• Respond to day-to-day customer and wholesale email inquiries
• Coordinate order pickups, local deliveries, and customer follow-up
• Support wholesale account communication and customer service
• Assist with inventory checks and inventory-related administration
• Help maintain accurate records, notes, and procedures
• Communicate order issues, inventory concerns, or customer questions promptly
• Prepare information for bookkeeping or payment-related review as needed
• Support simple website/product updates after training
• Work with production, warehouse, café, and management staff to keep order flow organized
• Follow established procedures and contribute to improving systems over time

Qualifications and Skills

The ideal candidate will have:

• Strong attention to detail and accuracy
• Excellent written and verbal communication skills
• Good computer skills and comfort learning new software
• Experience with administration, order management, inventory, bookkeeping, wholesale, retail, or customer service
• Strong organizational skills and ability to manage competing priorities
• Ability to follow procedures carefully and consistently
• Good judgment and willingness to ask questions when something is unclear
• A calm, professional approach to customer communication
• Ability to work independently and as part of a team
• Comfort working in a small-business environment where priorities can shift
• Experience with Acctivate, inventory/order software, bookkeeping systems, Shopify, or website updates is an asset, but not required

Working Conditions

• Primarily office/admin work with some warehouse and operations coordination
• Daytime weekday schedule
• Fast-paced small-business environment
• Requires accuracy, follow-through, clear communication, and strong organization
• Some standing, walking, checking orders, and moving through warehouse/production areas may be required
• Occasional lifting or hands-on support may be required, but this is not primarily a delivery or warehouse labour role