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Operations Coordinator
3 weeks ago
Our client, The Jilly Box is a purpose-led, B Corp certified, quarterly lifestyle subscription box and eCommerce platform. Their goal is to bring joy and light into every home while uplifting Canadian, women-led, and equity-deserving brands. From curated products and storytelling to philanthropy and sustainability efforts, The Jilly Box and the Jillian Harris team operate with heart, intention, and an entrepreneurial spirit.
As the brand continues to grow its community and expand its digital and retail footprint, The Jilly Box is seeking an organized, proactive, and detail-oriented Operations Coordinator to support the seamless execution of their subscription box, limited-edition boxes and eCommerce operations.
As the Operations Coordinator, you'll play a key role in ensuring the smooth and efficient flow of information, products, and processes between suppliers, their internal teams, and their fulfillment partners. Reporting to the Operations Manager, you'll support procurement, logistics, warehouse and fulfillment partners, and data requirements, ensuring timelines are met, details are accurate, and every Jilly Box product arrives with care and quality.
This role is ideal for someone who thrives in a fast-paced, collaborative environment and takes pride in precision, organization, and teamwork.
Key Responsibilities:
Supplier Coordination & Logistics Support
- Serve as a key point of contact for suppliers after contracts are signed, supporting production and delivery timelines;
- Communicate and follow-up with suppliers following a regular cadence to ensure progress and deadlines;
- Request and review supplier packing lists, verifying details against contracts for accuracy;
- Collaborate with vendors on packaging and product guidelines and adherence to requirements;
- Track bulk shipment ETAs in and update weekly operations reports;
- Vendor management and follow-up to adhere to bulk and sample shipping processes;
- Provide logistical and sample coordination support for all photoshoots;
- Assist with donation and fundraising logistics as needed.
Samples Management
- Track bulk and box-fitting samples, escalating delays when necessary;
- Coordinate product and packaging samples between the office, suppliers, and warehouse;
- Manage QC sample approvals, ensuring timely delivery to warehouse partners;
- Confirm supplier QC documentation is received and shared ahead of product receiving.
Documentation & Data Entry
- Create and record purchase orders, supplier forms, and related data in and internal spreadsheets;
- Support order entry for all departments, ensuring accuracy and consistency;
- Summarize data for management reporting and maintain organized digital records;
- Support ad hoc administrative tasks such as document formatting, scanning, and database maintenance.
Warehouse & Inventory Support
- Assist with packaging inventory tracking and quarterly warehouse assessments;
- Support product returns, rework logistics, and warehouse documentation;
- Ensure warehouse teams receive accurate packing guidelines and QC checklists for every shipment.
Customs & Compliance Support
- Assist with documentation for U.S. shipments, including HTS codes, customs declarations, FDA approvals, and contents verification.
- Highly organized with exceptional attention to detail and follow-through;
- Strong multitasker who can manage competing timelines with efficiency and calm;
- Proficient in Excel/Google Sheets and familiar with project management tools such as ;
- Clear and professional communicator who enjoys working collaboratively with vendors and internal teams;
- Enthusiastic, resourceful, and solutions-oriented; no task is too big or too small;
- Passionate about supporting small, women-led, and values-aligned businesses.
The successful candidate will be based in the Okanagan. This hybrid role will work a minimum of one day a week in our Kelowna office and will travel to Vernon periodically. This exciting opportunity offers a competitive salary ranging from $55,000 to $65,000 per year, depending on experience. After a 3-month probationary period, you will be eligible for a comprehensive benefits package that includes three weeks of vacation, health and dental coverage, and access to a robust mental health support program. If you are passionate about operations and thrive in a fast-paced, values-driven environment and want to make an impact with a beloved Canadian brand, we'd love to hear from you
The Recruitment Process
- Video interview with Grace MacCoubrey, Potentia HR, and/or Kristy Calvert, Director, People & Culture;
- Interview with Lauren Sanford, Operations Manager, and Julie Horvath, VP of Operations;
- Final interview with Julia Freeman (CEO);
- Reference and security checks;
- Offer of employment.
The Jillian Harris Group of Companies is an equal opportunity employer. They are committed to equal employment opportunities regardless of race, colour, ancestry, religion, sex, age, disability, marital status, national origin or gender identity. They celebrate an inclusive work environment and welcome members of all backgrounds and perspectives to apply. They are committed to building a transparent environment where everyone feels heard, welcomed, and included. They believe Diversity, Inclusion & Belonging are fundamental in their vision to create a better and more inclusive future and strongly encourage applications from members of groups with historical and/or current barriers to equity. They are committed to an inclusive, barrier-free recruitment process, providing accommodations to meet your needs. For any accessibility related requests, requests can be made to Accommodations can be provided in all parts of the hiring process.
