Office & Operations Coordinator

The Headhunters Recruitment View all jobs

Vancouver, BC
$70,000-85,000 per year
Permanent
Full-time

1 month ago

We are recruiting an on-site Office & Operations Coordinator for a well-established manufacturing company located in South Vancouver.This role is well-suited for someone comfortable rolling up their sleeves, supporting shipments, and juggling day-to-day operational needs while maintaining strong customer relationships. This is not a corporate office setting. It is a practical, hands-on business where people pitch in, communicate directly, and take ownership of their work. This is a core, long-term position within a small business. The company is seeking someone who values stability, consistency, and tenure and who wants to stay in one role for the long haul.Our client has been operating successfully for decades and is known for producing high-quality specialty products used by automotive and tire companies. The business is stable, busy, and relationship-driven, with long-term customers across North America.The Office & Operations Coordinator sits at the centre of the business, working closely with production, logistics, customers, and senior leadership to keep orders moving and customers satisfied. Office & Operations Coordinator Responsibilities:Office Management and Accounting Support

Manage Accounts Receivable, including invoicing, payment tracking, and follow-up
Manage Accounts Payable, including processing vendor invoices and coordinating payments
Maintain accurate customer, vendor, and financial records
Support basic reporting related to receivables, payables, and cash flow
Coordinate with the President and external accountant or bookkeeper
Assist with purchasing, vendor coordination, and office administration
Keep office systems and files organized and current

Operations and Order Support

Process and review customer orders for accuracy and completeness
Coordinate shipments with production staff, carriers, and customers
Track orders from production through delivery and follow up as required
Maintain job files, order documentation, and production records
Assist with inventory tracking and production scheduling
Work closely with the shop floor to adapt to shifting priorities
Ensure shipments are accurate and completed on time

Customer and Sales Support

Act as a primary point of contact for customers by phone and email
Respond to customer inquiries regarding orders, timelines, and product details
Maintain relationships with long-term customers
Assist with light outbound outreach to prospective customers as needed
Coordinate product samples, spec sheets, and pricing information
Maintain organized customer contact lists and CRM records
Support basic sales tracking and reporting

Marketing and General Support

Assist with customer email communications and updates
Keep LinkedIn and Instagram content current
Support basic website updates and content changes
Provide hands-on administrative support to the President
Support ad hoc projects across the business
Pitch in wherever needed to keep operations running smoothly

The Successful Candidate Has:

A minimum of 5 consecutive years in the same role with the same employer
5 to 8 years of experience in operations, administration, inside sales, or customer support
A clear history of long-term employment and career stability
Background in manufacturing, construction, distribution, logistics, or another hands-on environment is a plus
Direct, hands-on experience with Accounts Receivable and Accounts Payable
Comfort working closely with production teams and shipment schedules
Strong written and verbal communication skills
Proficiency with Microsoft Office or Google Workspace
Ability to create clear, professional customer communications
Experience with CRM systems, email marketing tools, or social media is an asset but not required
A practical, problem-solving mindset with minimal hand-holding
Willingness to jump in and help as part of a small, hardworking team

Compensation and Benefits:

Salary range of $70,000 to $85,000, depending on experience
Four-day work week, Monday to Thursday
Two weeks of vacation and an additional holiday shutdown during the second half of December
Medical coverage of approximately $1,500 to $2,000 per year
Stable role in a long-standing, privately owned manufacturing business
Direct access to leadership and meaningful influence on the business

Candidates must be legally authorized to work in Canada. Only candidates selected to move forward in the hiring process will be contacted.

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