Administrative Assistant

Provence En Couleur; Vancouver; On-site; CAD 30,000 - 60,000; Part time

Job summary

A family-owned flower and aromatherapy shop in Vancouver is seeking an Administrative Assistant. The role involves organizing daily operations, processing orders, and maintaining inventory records. Candidates should have strong organizational and communication skills, proficiency in MS Office, and preferably some experience in office administration. This is a permanent part-time position with a wage of $35.00 per hour, working Tuesday to Saturday.

Qualifications

• Completion of secondary school is usually required.
• A college program is required.
• Experience in office administration is an asset.

Responsibilities

• Organize and prioritize daily tasks for efficient workflow.
• Process online and wholesale orders, update inventory records.
• Maintain records of inventory levels for efficient management.

Skills

Strong organizational skills

Communication skills

Time-management skills

Proficiency in MS Office Suite

Bilingual (English and French)

Education

Completion of secondary school

College diploma in office administration

Job description

(NOC 13110)

About Provence en Couleur

Provence en Couleur is a family-owned flower and aromatherapy shop in Vancouver, specializing in French lavender products andessential oils. Founded in 2014, we are dedicated to bringing the beauty and fragrance of Provence to our customers whilemaintaining a commitment to sustainability and high-quality products. We are looking for an Administrative Assistant to join ourgrowing team and help us provide exceptional customer service and smooth operations.

Job Duties

• The Administrative Assistant will perform a variety of tasks including, but not limited to:
• Organize and prioritize daily tasks, ensuring smooth workflow and operational efficiency.
• Review and adjust the production plan based on inventory and orders.
• Process online and wholesale orders, confirm stock levels, and update inventory records.
• Prepare and schedule shipments for online and wholesale orders, coordinating with suppliers and shipping services.
• Organize and assign production tasks, ensuring necessary materials and supplies are available.
• Monitor production progress throughout the day to ensure timely completion.
• Check and respond to important emails, including order confirmations and delivery updates.
• Follow up on outstanding communications to maintain efficient correspondence with clients and suppliers.
• Create and send invoices for completed orders, verifying pending invoices and payments.
• Organize and plan for upcoming production schedules, deliveries, and inventory restocks.
• Coordinate pickups with delivery services or customers, ensuring orders are packed and ready for dispatch.
• Organize weekly delivery schedules, confirming addresses, delivery windows, and special instructions.
• Plan and review the monthly production and delivery schedule, adjusting for peak periods and special projects.
• Maintain records of inventory levels, ensuring efficient stock management.
• Support seasonal promotions, product launches, and special events by coordinating production and logistics.
• Maintain vendor and supplier relationships, ensuring timely restocking and order fulfillment.

Employment Requirements

• Completion of secondary school is usually required.
• Completion of a one- or two-year college or other program for is required.
• Experience in office administration or related fields is an asset
• Experience in the flower and aromatherapy shop is as plus
• Strong organizational, communication, and time-management skills
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and other office software
• Bilingual (English and French) is a plus but not mandatory

Job Information

Duration of employment: Permanent

Number of hours: 30 per week

Work schedule: Tuesday – Saturday / 6 hours per day

Compensation

Wage being offered: $35.00 per hour