Support Office Administration Assistant

Blue Ruby is a jewellery retailer based in beautiful Vancouver, BC. Since 1998, we have been sourcing jewellery and accessories from around the world and bringing them to our loyal and passionate customers. We now have 10 boutiques and an online store, and carry over 50 designers, including 9 lines that are unique to Blue Ruby.

We are looking for creative, dynamic, hard-working, team-playing, goal-oriented and stylish talent to join our team and help us shine - both at the store level and in our head office. Jewellery is more than a job - for us, it’s a lifestyle.

**The Job**

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 Operations Manager, 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.
- Determines appropriate supply allocation for the retail stores and oversees the receiving, handling, distribution and storage of supplies and product that comes in and out of the Support Office.
- Oversees day to day operations of the Head Office and Warehouse, ensuring procedures and policies for employment, health and safety are followed.
- Directs distribution and services such as retail store signage, display fixtures, cleaning and the general maintenance of retail stores, head office and warehouse.
- Manages packaging counts and advises Operations Manager on recommendations for reorders.
- Manages supply counts and advises Operations Manager on recommendation for reorders.
- Communicates all receiving variances, late or incomplete shipments, price discrepancies and damages for supplies and equipment orders to the Operations Manager and to the Supplier.
- Maintains Head Office + Warehouse layout and space requirements in order to prevent loss or damage and to achieve full warehouse optimization.
- Conducts scheduled spot-checks on equipment for the corporate office, warehouse and retail stores and notifies the Operations Manager on recommendations for maintenance or replacement.
- Connects with outside contractors and coordinates annual maintenance checks, repairs for issues that arise and emergency call out requests if needed.
- Manages the corporate calendar for corporate meetings, events, notable dates.
- Manages corporate communication internally and externally, including CRM
- Maintains the annual renewals of memberships, subscriptions and programs along with additions and removal of users or subscribers and coordinates all billings with Accounting.
- Prepare and report retail store and eCommerce revenue daily, weekly, monthly and annually and communicate revenue to senior management and stakeholders.
- Ensures memos, procedures, policies and manuals are reviewed and amended with the Operations Manager on an annual basis.
- Conduct research as directed by the Operations Manager, General Manager and Stakeholders, reporting your findings accurately by agreed deadlines.
- Attend and contribute to meetings or as required.
- Be flexible and assume extra responsibilities as required.

**Qualifications**
- Minimum 1+ years of professional experience in a similar position and industry
- Post Secondary Education in a related field
- Proficient in Microsoft Suites
- Strong verbal and written communication skills
- Ability to work well under pressure in time constraints
- Detail oriented, organized and able to prioritize and multi-task
- Proven experience in managing timelines and project plans
- Comfortable working in a fast-paced environment and ability to trouble shoot
- Ability to work independently and within a team
- Strong understanding of the fashion and lifestyle retail industry

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Dental care
- Extended health care
- Paid time off
- Store discount
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday
- Weekend availability

Supplemental pay types:

- Signing bonus

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: In person