Administrative Operations Coordinator

PACIFIC BOTTLEWORKS CO; City of Langley; On-site; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Flexible hours

Job summary

Pacific Bottleworks Company is seeking an Administrative Operations Coordinator to support day-to-day business activities, including order processing, invoicing, and inventory management. The role involves coordinating deliveries, handling data entry, and maintaining organized records across multiple warehouse locations.

The ideal candidate is detail-oriented, proactive, and able to work independently or as part of a team, with strong computer skills and a customer-focused approach.

Qualifications

• Experience with order processing, invoicing, data entry, or other detail-oriented administrative duties
• Strong attention to detail and accuracy in records
• Proficient in Microsoft Office 365 and data management

Responsibilities

• Order Management, Invoicing and Reporting: Manage incoming customer purchase orders and process orders
• Prepare and issue customer invoices
• Respond to customer enquiries and coordinate with internal teams
• Coordinate order delivery and pickup arrangements with customers and large distributors
• Update regular monthly reports and assist with other administrative reporting as required
• Follow established procedures to ensure data accuracy, consistency, and completeness
• Inventory Management & Warehouse Coordination: Monitor and maintain accurate inventory records across multiple warehouse locations
• Track inventory levels by product and warehouse, identifying low stock, discrepancies, and potential shortages
• Communicate inventory issues, stock movements, and potential fulfillment challenges to the appropriate team members
• Office Administration & Support: Manage incoming and outgoing correspondence and general office communications
• Maintain office supplies
• Assist with administrative initiatives, follow-ups, and other operational tasks
• Support the smooth day-to-day functioning of the office and contribute to an organized, efficient work environment

Skills

Attention to detail

Organizational skills

Data entry

Microsoft Office 365

Inventory management

Customer service

Communication skills

Teamwork

Tools

SAP Business One

Job description

ABOUT PACIFIC BOTTLEWORKS COMPANY

Pacific Bottleworks Company is a leading independent sales, marketing, distribution, and brand development company focused on premium non-alcoholic beverages.

We win through focused, honest, and ambitious execution of our mission for each of our brands. Our team is made up of fun professionals who are driven to serve our customers, achieve success for our brands, support one another’s growth, and thrive in a positive workplace that we all contribute to.

ABOUT THE ROLE

Pacific Bottleworks Company is seeking a detail-oriented, organized, and forward-thinking Administrative Operations Coordinator to support our day-to-day business operations. This role is ideal for someone who enjoys working with numbers, coordinating orders, managing details, and ensuring processes run smoothly and efficiently. The successful candidate will support a variety of functions, including order processing, invoicing, inventory management, warehouse coordination, logistics, customer service, and general office administration. Key responsibilities include coordinating deliveries and pickups, obtaining freight quotes, monitoring inventory across multiple warehouse locations, and ensuring orders are processed accurately and delivered on time. We are looking for someone who takes initiative, thinks ahead, and continually looks for ways to improve how we operate. You will be encouraged to identify opportunities, develop better processes, and implement practical solutions that improve efficiency, accuracy, and organization across our administrative, warehouse, and logistics operations. This position is flexible with working hours between 8am and 5pm, being 30-40 hours per week.

ABOUT YOU

The ideal candidate is organized, dependable, proactive, and comfortable handling detailed administrative work. They take ownership of their responsibilities, understand the importance of accuracy, and enjoy contributing to a well-organized and efficient operation.

The successful candidate will demonstrate:

• Exceptional attention to detail, particularly when entering and/or reviewing customer orders and invoices
• Strong administrative and organizational skills, with the ability to manage multiple tasks and meet deadlines
• Experience with order processing, invoicing, data entry, or other detail-oriented administrative duties
• Strong computer skills, including experience with Microsoft Office 365 and OneDrive
• The ability to maintain accurate records and work confidently with numbers and inventory
• Strong written and verbal communication skills
• A customer-focused approach and a history of providing friendly, consistent, and professional service
• The ability to prioritize tasks, follow established procedures, and work independently as well as part of a team
• A strong work ethic, personal integrity, and a positive attitude
• Experience with inventory management, warehouse coordination, or logistics is an asset
• Experience with SAP Business One accounting software is a strong asset, but not a necessity
• An interest in health, wellness, and natural or organic foods and beverages is an asset

DUTIES & RESPONSIBILITIES

Order Management, Invoicing and Reporting

• Manage incoming customer purchase orders and process orders
• Review sales orders that were AI generated/processed
• Prepare and issue customer invoices
• Respond to customer enquiries and coordinate with internal teams
• Coordinate order delivery and pickup arrangements with customers and large distributors
• Update regular monthly reports and assist with other administrative reporting as required
• Follow established procedures to ensure data accuracy, consistency, and completeness

Inventory Management & Warehouse Coordination

• Monitor and maintain accurate inventory records across multiple warehouse locations
• Track inventory levels by product and warehouse, identifying low stock, discrepancies, and potential inventory shortages and expired product
• Communicate inventory issues, stock movements, and potential fulfillment challenges to the appropriate team members

Office Administration & Support

• Manage incoming and outgoing correspondence and general office communications.
• Maintain office supplies
• Assist with administrative initiatives, follow-ups, and other operational tasks
• Support the smooth day-to-day functioning of the office and contribute to an organized, efficient work environment

You can learn more about us and our products at www.pbwc.ca