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Administrative Assistant

3 months ago

Vancouver Metro Vancouver Regional District, CA Body Energy Club Full time

The Administrative Assistant will support the day-to-day operations of Body Energy Club's corporate/franchise locations. Responsibilities include pricing reviews, product management, supplier relations, and generating reports on sales and other key metrics. The role also involves managing store security, coordinating repairs and maintenance, and ensuring compliance with company policies.

The Administrative Assistant will assist senior management by preparing budgets, tracking sales contests, and communicating promotions and tasks to store teams. Additional duties include handling scheduling, auditing compliance, and managing customer feedback. This position requires strong organizational skills, attention to detail, and a proactive approach to supporting store operations and sales initiatives.

Duties and Responsibilities:

Pricing and Products

  • Onboarding new vendors and working to bring in new products to market.
  • Manage relationships with key suppliers.

Reporting and Analysis

  • Report on store KPIs, including sales, UPT, shrink, and other metrics upon request.
  • Coordinate inventory counts and summarize findings for review.
  • Report on sales as requested.
  • Prepare the monthly budgets for review.

Security and Compliance

  • Maintain administration on company alarm portal.
  • Maintain tracking of store keys and request copies as required.
  • Review and approve manager timesheets, flagging violations to the District Manager.
  • Review and report cash deposit discrepancies.

Maintenance and Operations:

  • Coordinate repairs and maintenance for all corporate locations, including obtaining multiple quotes, organizing work orders, and signing off on jobs.
  • Conduct regular store visits to audit store maintenance and condition.
  • Manage the Secret Shopper program.

Meetings and Communication:

  • Confirm, track, and attend corporate store meetings.
  • Assist senior management in following up on outstanding tasks both internally and externally.
  • Communicate events, promotions, and tasks to stores, capturing confirmation or sign-off of receipt.

Promotions and Budgeting

  • Track sales contests and active promotions, and report findings.
  • Prepare sales budget and goals for review.
  • Review and post open statements.
  • Handle gift card requests and other promotional requests (special swag requests, etc.).

Audit and Compliance

  • Audit food tracker sheets and flag violations to senior managers.
  • Review GO audits, Controlio, and Cloud Cover to ensure compliance.
  • Review and report Google reviews, and follow up on Google Tracker for customer resolution.

Scheduling

  • Review and track statutory holiday sales and plan upcoming store hours.
  • Review store hours to ensure schedules meet the needs of traffic requests.

Additional Duties

  • Vet and respond to emails upon request, including vendor inquiries.
  • Assist senior management with various tasks as needed.
  • Flexible schedule availability during business operations for Monday to Friday from 9:00 am – 5:30 pm and on call as required.
  • Maintain constant punctual attendance and contribute to positive team morale.

Education/Certifications:

  • Bachelor's degree in a field relating to retail management or equivalent experience.

Experience:

  • 3+ years of experience in the health supplement industry preferred.
  • 5+ years of experience in a retail management environment required.
  • Hospitality industry experience is an asset.

Knowledge, Skills and Abilities:

  • Must obtain good verbal, written communication, and interpersonal skills.
  • Possess a strong knowledge of nutrition and supplements considered an asset.
  • Proficient with computers, multiple programs, and all Microsoft applications.
  • Expert in both retail management and in-store systems, policies, and procedures.
  • Goal driven and able to achieve maximum results.
  • Strong capability to multi-task under pressure and obtain strong decision-making skills.
  • Must be able to work under moderate supervision and troubleshoot team’s questions/concerns.
  • Passionate and knowledgeable about Body Energy Club products and leading a healthy lifestyle.

Working Conditions and Physical Effort:

  • Requires extended sitting at a computer or other connected device.
  • Occasional travel to multiple store locations to support on an as needed basis.
  • Requires the ability to see, hear and communicate with associates as well as others by utilizing professional etiquette.
  • Will demonstrate, promote, and exemplify the Company’s Core Values in People, Quality, Health, and Growth.
  • Uphold all company standards relating to customer service, cleanliness, and personal conduct. Expected to act as a role model for all team members.
  • Ensure customer needs are met in a timely, friendly, and efficient manner.
  • Ability to manage internal stress along with stress of team members.
  • Assist in meeting monthly targets and encourage sales growth.
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