The Office Admin Representative is responsible for exceptional customer service, managing calls, assisting guests, handling supplies, and performing administrative duties.
Internal Title: Office Admin Representative
Location: 530 West Broadway, Vancouver BC, Canada
Core hours: Monday to Friday from 8am – 4:30pm PST
This position is required to be onsite 5 days a week.
Role Summary
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.
Responsibilities
Qualifications
Total Rewards
The Application
Please submit a resume with a cover letter.
Applications are currently being reviewed. Immediate submissions are still welcome.
Our Company
Eminence Organic Skin Care provides premium products and unparalleled service to leading salons, spas, beauty professionals, and retail customers. For more than 10 years in a row, skin care professionals have voted Eminence Organic Skin Care as their Favorite Skin Care Line and their favorite company for Product Education. As a Certified B Corporation®, we are looking for Team-members who seek to positively impact lives within our communities, give back through philanthropic endeavours, and make choices to exemplify sustainability and be stewards of the environment.
Eminence Organic Skin Care is proud to be an equal opportunity employer. We are passionate about maintaining an inclusive workplace that encourages and values diversity.
Location: 530 West Broadway, Vancouver BC, Canada
Core hours: Monday to Friday from 8am – 4:30pm PST
This position is required to be onsite 5 days a week.
Role Summary
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.
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.
Qualifications
- 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)
- 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
- 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
- Comfortable navigating OMS, ERP, and order‑management systems
- Ability to work independently with minimal supervision while exercising discretion and sound judgment
Total Rewards
- Competitive salary, quarterly and annual bonuses based on individual and company goals
- 100% employer-paid premiums for extended health, health spending account, wellness program, green transportation incentive, various paid time-off options available from your first day, and product discounts
- Focus on professional development, 1:1 meetings with your leader, tuition assistance program and length of service rewards
The Application
Please submit a resume with a cover letter.
Applications are currently being reviewed. Immediate submissions are still welcome.
Our Company
Eminence Organic Skin Care provides premium products and unparalleled service to leading salons, spas, beauty professionals, and retail customers. For more than 10 years in a row, skin care professionals have voted Eminence Organic Skin Care as their Favorite Skin Care Line and their favorite company for Product Education. As a Certified B Corporation®, we are looking for Team-members who seek to positively impact lives within our communities, give back through philanthropic endeavours, and make choices to exemplify sustainability and be stewards of the environment.
Eminence Organic Skin Care is proud to be an equal opportunity employer. We are passionate about maintaining an inclusive workplace that encourages and values diversity.
Eminence Organic Skin Care Vancouver, British Columbia, CAN Office
300-530 West Broadway St., Vancouver, BC, Canada, V5Z 1E9
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