Office Admin Representative (12-Month Contract)

Eminence Organic Skin Care•Vancouver, BC

1d•Onsite

About The Position

As the Office Admin Representative, you will play a key role in creating an exceptional experience for Retail Customers, Spa Partners, and internal teams at Eminence. As the first point of contact, you will deliver Extraordinary Service by warmly greeting callers and visitors, directing inquiries, and supporting Spa Partners, Retail Customers, and Eminence Team Members. Additionally, you will be responsible for completing administrative duties that keep daily operations running smoothly, including order and return processing. In this role, you will be reporting directly to the Order Services Supervisor.

Requirements

Minimum 2 years of experience working with multi-line phone systems
Minimum 2 years of Customer Service, administrative support, reception, or similar office-based experience
Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
Comfortable navigating OMS, ERP, and order‑management systems
Ability to work independently with minimal supervision while exercising discretion and sound judgment
Strong verbal and written communication skills, with the ability to build positive and cooperative working relationships
Exceptional Customer Service skills with demonstrated conflict resolution and problem-solving abilities

Nice To Haves

Familiarity with Salesforce and accounting software (SAGE ERP/Accpac) is considered an asset
Basic understanding of accounting procedures and experience with product returns and exchanges is an asset
Background in esthetics, health, or beauty industries is desirable

Responsibilities

Deliver outstanding Customer Service in all interactions, ensuring accurate and timely information is provided via email and phone.
Actively listen to understand the needs of Retail Customers, Spa Partners, and Team Members to address concerns, and deliver thoughtful, tailored solutions.
Answer incoming calls and accurately direct callers to the appropriate Team Member.
Greet, receive, and assist guests, couriers, and vendors in a professional and welcoming manner.
Sort and distribute incoming mail and packages on the same business day, and prepare outgoing mail.
Prepare outgoing mail and complete daily mailbox drop-offs.
Coordinate courier shipments for local and international packages, ensuring timely dispatch and delivery.
Act as the primary internal point of contact for office and kitchen supplies, working directly with suppliers and vendors, and monitor supply usage and reorder as needed
Manage multiple Eminence inboxes, including responding and forwarding emails to the appropriate Team Member when necessary
Manage Team Member and Rep Supply accounts within Salesforce and ERP systems.
Compile and distribute daily shipping reports to relevant teams.
Run weekly transaction reports identifying outstanding orders requiring follow-up and collaborate with teams to resolve issues.
Manage the creation of internal department accounts and buyers, and submit orders as requested.
Handle all invoicing duties, ensuring daily emails are sent and requested invoices are provided promptly.
Manage new launch mailing replacements and respond to related inquiries accurately and efficiently.
Administer and investigate returns within OMS and ERP systems, maintaining detailed records of products and interactions.