Support Office Administrative Assistant

at  Blue Ruby Jewellery

The Support Office Manager Administrative Assistant is responsible for corporate communication, oversees corporate communication, distribution of product and supply delivery and general maintenance for the retail stores and conducts timely follow-up on outstanding issues including customer care. Reporting to the General Manager and HR Manager, the Support Office Administrative Assistant plays a vital role in managing the office supply chain and administrative communication between Head Office; Inventory Distribution; Retail Store Operations, Senior Management and Stakeholders.

Responsibilities:

• Determine appropriate supply allocation for the retail stores and oversees the ordering, receiving, handling, distribution and storage of supplies and product that comes in and out of the Support Office.
• Prepare and report retail store and eCommerce revenue daily, weekly, monthly and annually and communicate revenue to senior management and stakeholders.
• In coordination with the Warehouse Manager, assist in overseeing day-to-day operations of the Head Office and Warehouse, ensuring procedures and policies for employment, health and safety are followed.
• Ensure memos, procedures, policies and manuals are reviewed and amended with the General Manager on a monthly and annual basis.
• Manage corporate communication internally and externally, including CRM.
• Manage and update company and supplier contact lists, planned calendars.
• Organize head office and warehouse events such as birthdays, lunches and holiday events.
• Respond to donation requests from partnering charities and organize the donation for pick-up.
• Assist the Warehouse Manager with the distribution and services such as retail store signage, display fixtures, cleaning and the general maintenance of retail stores, head office and warehouse.
• Communicate all receiving variances, late or incomplete shipments, price discrepancies, damages for supplies and equipment orders and coordinate billing to the General Manager, Supplier and related department heads.
• Conduct scheduled spot-checks of equipment for the corporate office, warehouse and retail stores and notify the General Manager + HR Manager with recommendations for maintenance or replacement.
• Assist the Warehouse Manager in connecting with outside contractors and coordinates annual maintenance checks, repairs for issues that arise, and emergency call-out requests if needed.
• Update company store hours seasonally on google and corresponding sites.
• Maintain the corporate master list for stations; logins; email addresses; passcodes; and access.
• Manage supply counts and advises the General Manager on recommendations for reorders.
• Conduct research as directed by the General Manager, HR Manager and Stakeholders, reporting your findings accurately by agreed deadlines.
• Renew any memberships, licenses, or policies currently in place.
• Attend and contribute to meetings or as required.
• Comply with all policies for employment including health and safety policies.

Qualifications:

• Minimum of 2 years experience in an Office Administration Role
• Experience in Retail is an asset
• Strong understanding of Microsoft suites
• Experience using Shopify an asset
• Excellent interpersonal skills for internal and external communication in answering calls and e-mails.
• Highly detailed and organized
• Able to prioritize tasks and complete within a given timeline
• Able to work in a team and independently

Job Types: Full-time, Permanent
Expected hours: 37.5 – 40 per week

Additional pay:

• Signing bonus

Benefits:

• Casual dress
• Flexible schedule
• Paid time off
• Store discount
• Wellness program

Flexible language requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Microsoft Office: 1 year (required)
• Administrative experience: 1 year (required)
• Office experience: 1 year (required)

Work Location: In perso

• Determine appropriate supply allocation for the retail stores and oversees the ordering, receiving, handling, distribution and storage of supplies and product that comes in and out of the Support Office.
• Prepare and report retail store and eCommerce revenue daily, weekly, monthly and annually and communicate revenue to senior management and stakeholders.
• In coordination with the Warehouse Manager, assist in overseeing day-to-day operations of the Head Office and Warehouse, ensuring procedures and policies for employment, health and safety are followed.
• Ensure memos, procedures, policies and manuals are reviewed and amended with the General Manager on a monthly and annual basis.
• Manage corporate communication internally and externally, including CRM.
• Manage and update company and supplier contact lists, planned calendars.
• Organize head office and warehouse events such as birthdays, lunches and holiday events.
• Respond to donation requests from partnering charities and organize the donation for pick-up.
• Assist the Warehouse Manager with the distribution and services such as retail store signage, display fixtures, cleaning and the general maintenance of retail stores, head office and warehouse.
• Communicate all receiving variances, late or incomplete shipments, price discrepancies, damages for supplies and equipment orders and coordinate billing to the General Manager, Supplier and related department heads.
• Conduct scheduled spot-checks of equipment for the corporate office, warehouse and retail stores and notify the General Manager + HR Manager with recommendations for maintenance or replacement.
• Assist the Warehouse Manager in connecting with outside contractors and coordinates annual maintenance checks, repairs for issues that arise, and emergency call-out requests if needed.
• Update company store hours seasonally on google and corresponding sites.
• Maintain the corporate master list for stations; logins; email addresses; passcodes; and access.
• Manage supply counts and advises the General Manager on recommendations for reorders.
• Conduct research as directed by the General Manager, HR Manager and Stakeholders, reporting your findings accurately by agreed deadlines.
• Renew any memberships, licenses, or policies currently in place.
• Attend and contribute to meetings or as required.
• Comply with all policies for employment including health and safety policies