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Office Manager: Administration, Order Desk

4 months ago

victoria, Canada MacDonald Search Group Full time

Our client based in Victoria, Canada, is an expansion-stage beverage producer with products currently sold in most Canadian provinces and in 12 countries around the world. They have won ‘World's Best’ and ‘Canadian Best’ gold medals in blind tastings by industry-experienced judges and are poised to become a major player over the next few years in their niche space.


This position reports directly to the CEO and is a member of the Senior Leadership Team. It presently has one direct report and encompasses:


What you will be doing:

Order Desk, Shipping and associated Regulatory:

  • Manage the Order Desk Assistant, who takes domestic and international on-line and phone orders, from both businesses and consumers, and ensures these orders are fulfilled and shipped in a timely manner with excellence in customer service.
  • Process invoices for tour group operators.
  • Process new product orders invoicing, coordination of filling with Production Director leading to final payment and coordinated packaging.
  • Manage all aspects of international product shipping, global customs import/export compliance, shipping, custom practices, logistics including coordinating the assembling of pallets.
  • Complete all necessary regulatory documentation to comply with international customs requirements.
  • Completion of required reporting for various activities
  • Prepare and process Domestic product registration, price changes, listing applications
  • Ensure all inventory is added to our Inventory Management Software on a timely basis.
  • Work with packaging team to ensure that you have sufficient inventory available, including finished goods for sale, packaging materials, etc. for anticipated orders (packaging team to actually order materials and manage stock levels).


Administrative, HR & Investor Relations:

  • Maintain Company Shares register(s) / Cap. Tables and oversee the Company’s Restricted Share Program.
  • Manage the shareholder perk program, founder owner VIP cards and preferred dividends, acting as the first point of contact for all existing shareholder inquiries with assistance from the Order Desk for fulfillment.
  • Manage benefits plan(s) administration.
  • Prepare new employee offer letters & contract preparation. On-board new employees. Where needed, supporting disciplinary and termination activities to underperforming employees in collaboration with that employee’s manager.
  • Maintain employee files and compensation records. Track and monitor employee vacation, sick-day usage, time-station accuracy and overtime.
  • Maintain Employee Policy Handbook.
  • Corporate license renewals.
  • Oversee all necessary responsibilities as the Company’s office manager (inc. relationship with the landlord/management company/etc.).
  • Review all employee expense claims for appropriate support and manager approvals.


Backup/Assist Director of Finance with:

  • Assist with semi-monthly payroll, including the calculation of all variable compensation (tips, commissions, etc.).
  • Assist management with compliance and reporting for all government programs including GST, PST, WCB, HMRC, payroll remittances, corporate tax, other authorities that may arise over time.
  • Ensure payment of all payroll taxes (Canada + UK).


CEO Support

  • As requested, book meetings and travel arrangements for the CEO, including the preparation of any necessary expense claims
  • Other duties as required


The successful candidate will be joining a collaborative team who enjoy working in this dynamic and fast paced growth environment. A base salary of +/- $70k along with a performance based bonus, extended benefits, opportunities to receive shares in the company, and other perks will be offered. Interested candidates are asked to submit their resumes ASAP