Administrative Operations Coordinator

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
If you're an organized, forward-thinking individual who enjoys taking ownership, improving processes, and being part of a small, fun team, we'd love to hear from you. Please submit your cover letter and resume for consideration.
You can learn more about us and our products at www.pbwc.ca

Skills
Accounting, Inventory Management, SAP, Office Administration, Data Entry

Employment type
Full-Time

Work arrangement
No