E-Commerce Coordinator

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary
The E-Commerce Coordinator carries out moderately complex clerical and/or typing tasks, including preparing, reviewing and publishing product listings on the UBC Bookstore website. Working within established guidelines and platform procedures, the role gathers, reviews, checks and updates product descriptions, images and additional information before publishing. The role answers routine verbal and/or written customer enquiries applying established guidelines and procedures, and coordinates photoshoot logistics. The role exercises some judgment in establishing priorities and carrying tasks through to completion, and carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification.
Organizational Status
The E-Commerce Coordinator reports to the E-Commerce Manager and is a member of the UBC Bookstore E-Commerce team.
Work Performed
Product Listing

• Within established guidelines, prepares new product listings, information and images for publishing online.

• Reviews, edits, and updates existing product information using the same guidelines.

• Receives, logs, processes and organizes lists of new products to be added to the website, checking, correcting, recording and assembling product data to ensure all steps are complete.

• Applies established quality checks before products go live and confirms listings for publishing once checks are complete; maintains the accuracy of product information on the live site.

• Resolves routine listing exceptions, including missing or incorrect product information, by sourcing and correcting the required detail; refers pricing and policy matters, platform faults, and other new or unusual problems to the supervisor.

• Maintains clear records of listing activity, corrections, and outstanding issues.

• May work with the Procurement and warehouse teams to identify when products are ready for listing online.

Customer Enquiries — Online Orders

• Answers routine verbal and/or written customer enquiries requiring the standard application of guidelines and procedures — order status, changes, cancellations, shipping and returns.

• Investigates order issues using platform and inventory records; coordinates with the warehouse team to obtain the information needed to respond.

• Maintains accurate, professional written communication with customers; screens and refers complex, sensitive, or policy-related enquiries to the E-Commerce Manager.

Collections & Records

• Maintains book and merchandise collections on the ecommerce platform (additions, updates, removals) and the records relating to them.

• Compiles data from records to monitor collection accuracy and flags discrepancies or missing items.

• Supports seasonal and promotional collection updates within established priorities.

Photoshoot Logistics

• Coordinates photoshoot logistics including product pick, preparation (steaming, tagging), and the timely return of items after shoots.

• Books and confirms model appointments in accordance with the shoot schedule; maintains shot lists and tracks product status through the workflow.

• Ensures studio and product preparation areas are set up and ready ahead of scheduled shoots.

General

• Responds to inventory and product availability queries as required.

• Maintains orderly records and documentation related to product listings, customer enquiries, and photoshoot activity.

• May distribute work assignments to employees at lower classification levels and initiate new employees into office routines, procedures and operation of office equipment.

• Carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification.

Consequence of Error/Judgement
Works within well defined guidelines and procedures, exercising some judgment in establishing priorities and carrying tasks through to completion. Determines when prepared listings meet established standards for publishing and when routine enquiries can be resolved within guidelines; new or unusual problems are referred to the supervisor.

Errors in reviewing or publishing product information may result in incorrect customer-facing content, delayed product launches, or lost sales. Poor or delayed handling of customer order enquiries affects customer confidence and the professional image of the university. The role requires accuracy, attention to detail and reliable follow-through within established procedures.
Supervision Received
Carries out familiar phases of work under general supervision; receives detailed instructions during orientation and on subsequent new assignments or changes in procedures.
Supervision Given
None but may distribute work assignments to employees at lower classification levels and initiate new employees into office routines, procedures and operation of office equipment.
Minimum Qualifications
High school graduation with training in basic office procedures and practices and a minimum two years of related experience or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience with an ecommerce platform (Shopify).

• Experience working with large data volumes in Microsoft excel. .

• Experience responding to customer order enquiries in writing — order status, shipping, returns and cancellations — in a retail or ecommerce setting.

• Demonstrated accuracy and attention to detail in customer-facing content.

• Organizational and time-management skills, including the ability to prioritize competing tasks in a deadline-driven, peak-season environment.

• Ability to communicate clearly and professionally with colleagues, suppliers and customers.