Administrative Assistant

4 weeks ago

Montreal Quebec GF, CA Cha's Organics Full time

A leader in the Canadian health food marketplace offering an array of organic, vegan, and gluten-free products, Cha’s Organics is a Canadian small business making a global impact.


Located in Ville-Saint-Laurent, our growing team is looking for a self-motivated and professional Administrative Assistant.

Roles and Responsibilities

• Receive, review, and process customer orders via email, phone, and online systems.

• Ensure orders are entered into the system accurately and promptly.

• Verify product availability and inventory levels to manage customer expectations.

• Coordinate with the warehouse and logistics teams to ensure accurate order fulfillment and on-time delivery.

• Maintain excellent communication with customers to provide updates, resolve inquiries, and ensure customer satisfaction.

• Coordination with Internal Teams:

  • Communicate with the warehouse, logistics, and sales teams to ensure timely order fulfillment.
  • Collaborate with the purchasing team to address inventory shortages or delays.
  • Provide feedback to the team on recurring customer concerns and process improvements.

• Resolve online store-related inquiries and customer issues promptly.

• Handle refunds and returns through the Shopify e-commerce platform.

• Fulfill online orders by creating shipping labels, tracking deliveries, and booking courier pick-ups.

• Coordinate shipments, ensuring accurate documentation and liaising with shipping providers to resolve any issues or delays.

• Assist in the purchasing department, including tracking inventory levels, placing purchase orders, and maintaining supplier communication.

• Perform light bookkeeping, such as reconciling accounts, managing invoices, and tracking payments.

• Perform monthly inventory reconciliations of warehouse stock.

• Maintain an adequate inventory of packaging materials and place orders as needed.

• Assist with various administrative tasks as needed, including managing schedules, maintaining records, and supporting team activities.

• Ensure a clean and organized work environment to enhance operational efficiency.

Skills and Qualifications

Required Skills

• Strong organizational and multitasking abilities to manage multiple orders and inquiries simultaneously.

• Excellent verbal and written communication skills.

• Proficiency in using order management software and Microsoft Office, Quickbooks.

Experience

• Previous experience in a similar role for a minimum of 3 years, preferably within the food or retail industry.

• Familiarity with organic, fair trade, or sustainable products is an asset.

Attributes

• A customer-centric attitude with a focus on problem-solving and building relationships.

• A team player who thrives in a collaborative environment.

• Attention to detail and accuracy in all aspects of the role.

Benefits and Conditions of Employment

• Employment Hours: 40 hours per week, Monday to Friday, 9 AM - 5 PM in office.

• Base Salary: Negotiable.

• Employee Benefits: Health and dental plan.

• Casual Environment: Onsite amenities include access to a gym to promote employee wellness.

• Additional Perks: Holiday bonus to reward dedication and performance.

• Onsite parking available.

The ideal candidate is detail-oriented, organized, and able to thrive in a collaborative, fast-paced environment. If you're passionate about health food, enjoy customer-focused work, and want to join a growing team making a meaningful impact in the organic food industry we’d love to hear from you

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