Office & Operations Administrator

Role Description: Are you a high-performing administrator looking for a place to grow? Are you excited about being a key part of a company supporting positive social and environmental change?Pokoloko is hiring an Office & Operations Administrator in the Ottawa-Gatineau region. This role acts as the administrative hub of our business, connecting finance, sales, and logistics. This person needs strong skills in spreadsheets, systems, and data management, and thrives on attention to detail, data, navigating forms, and problem solving beyond a standard reception role. This Administrator would work closely with all channels of the business and our team.

About Poko: Pokoloko is a home and fashion brand based in Ottawa-Gatineau, Canada. It's no secret that fast and cheap doesn't last, and if you look closely at its trail, we can see what and who is really paying for the convenience. So we've wandered off the beaten path to bring you goods rich with stories from cultures of the artisan entrepreneurs who've made them for your home and lifestyle. We are a local business with an online shop, two brick-and-mortar shops in Ottawa and Almonte, and a wholesale network across North America. We're a talented, hardworking team building a social enterprise that makes a concrete, significant impact on the lives of our local and global communities and environments.

Salary, Benefits & Perks:

• Full time, Monday-Friday
• Start date: immediate
• Salary will be competitive based on skillset and demonstrated experience
• Health benefits via Equitable Life
• Performance-based bonuses
• Paid daily 30-minute lunch breaks
• Office space with laptop, mouse, and display screens provided on site
• Some remote work possible at a home office
• Free parking onsite, team discount
• Joyful and friendly company culture
• Clear, consistent, and considerate communication
• Dynamic small business environment with daily learning opportunities
• Upward movement, opportunity to take on more responsibility if performance merits
• Schedule is typically 8-4PM M-F, schedule can be flexible if booked ahead of time
• Snacks and drinks provided on site
• Casual dress

Key Responsibilities:

Inventory & Product Management

• Regularly assess the integrity and accuracy of our inventory, investigate inventory discrepancies. Oversee inventory transfers in our ERP.
• Issue weekly Retail Reports and Reorders for Poko retail locations
• Reporting and data management needed for in-store and online retail campaigns
• Administratively lead annual inventory counts and rolling inventory counts
• Manage the data for discontinued products to support sell through
• Manage and purchase supplies

General Administration, Scheduling & Payroll

• Provide general office administration support
• Issuing daily KPI data to the Operations Team
• Issuing data regarding the performance of all operational cost centers
• Issue and manage Pokoloko bi-weekly payroll while maintaining confidentiality
• Track vacation and time off for all employees, support in avoiding overtime hours
• Issue bi-weekly Poko schedule via Homebase
• Track tasking and workload on Click Up

Customer Order Management

• With the Operations Team, manage the efficient fulfillment of customer orders for all channels while communicating with customers and sales reps
• Complete and file credit application
• Tracking US tariffs data and delivery journey on American-bound orders
• Managing claims for lost shipments and courier claims needed
• Maintaining templates for customer care response

Transportation, Supplier POs, and Stock Management

• Manage the transportation of incoming international shipments
• Monitoring all purchase orders and keeping Poko system updated
• Administratively manage the reception of shipments at the warehouse
• Monitor and allocate the associated costs accumulated by the shipment
• Oversee the Damages archiving system and resulting actionables with suppliers

Financial

• Bookkeeping support that will include but not be limited to: domestic accounts receivable and payable, collections, payroll, shipping targets, reconciling bank and credit card transactions
• Manage payment notifications to supplier, monthly CBSA payments and shipment reconciliation, and duty drawbacks for American-bound customer orders
• Monitoring invoices and customer accounts in both Xero and Cin7
• Updating budgets and forecasts in collaboration with Co-Owner Case
• Coordinating final costing on bills entering Poko's accounting system, including the landed cost averages per country and supplier
• Tracking current and historical supplier pricing

Wholesale

• Preparing commission data, Weekly Stock Reports, statements, and dashboards for Poko's wholesale sales representatives
• Managing data for rep sample packs and wholesale trade shows
• Administratively supporting the launch of new products in Poko system
• Contributing to the creation and distribution of Poko wholesale product catalogs
• Managing wholesale customer access requests and entering leads into email list

Experience:

• 2+ years in an administrative role with exposure to logistics, bookkeeping, and/or operations

Technical Skills:

• Advanced proficiency in Excel (VLOOKUP, Pivot Tables) is required for commission and inventory tracking
• Asset if experienced with: Shopify, Shopify Plus, Click Up, RepZio, Xero, Inventory Planner, Capsule, Dear, Slack, Google Suite, ShipNerd, Canada Post, UPS, DHL, FedEx, Homebase

Soft Skills:

• Ability to manage a complexity of detailed communication from internal and external sources, while ensuring clear and effective communication
• Ability to perform well under pressure in a dynamic and fast-paced environment
• Strong time management and problem solving skills
• Strong written and verbal communication skills an asset
• Interpersonal skills an asset

Attributes:

• High attention to detail
• Comfort and pleasure with data entry
• Ability to work autonomously, consistently, and efficiently in a dynamic environment
• Flexible, adaptable, positive attitude
• Very reliable and organized
• Tech-savvy, comfortable learning new platforms quickly and independently
• Systems-thinker
• Self-initiator

How to Apply:

• Only applications submitted via our website will be considered. To apply please complete the form at this link:
• Please write "terracotta" in the first sentence of your cover letter so we know you read the entire job posting and have strong attention to detail.
• Applications close when a candidate is hired.

Pokoloko is committed to a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate based on age, race, national origin, gender, gender identity, sexual orientation, or other legally protected status. We sincerely appreciate all interest, and we will contact only those candidates who are selected to move to the next round of the hiring process.

Job Types: Full-time, Permanent

Pay: $40,000.00-$65,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Discounted or free food
• Extended health care
• On-site parking
• Store discount

Work Location: In person