Job Description

Job Overview

We are seeking a highly organized Office Operations Manager to oversee daily office functions and ensure smooth operational workflows. This role is ideal for a reliable, detail-oriented professional who is comfortable with technology, enjoys structured work, and uses AI tools to work more efficiently.

Key Responsibilities

Office & Internal Operations

Manage day-to-day office workflows and documentation Maintain organized digital and physical filing systems Coordinate mail, couriers, samples, and office supplies Maintain company templates (emails, line sheets, quotations, catalogs)
Customer Service & Order Support

Respond to customer inquiries regarding pricing, inventory, and orders Prepare sales documents (line sheets, price lists, quotations, orders) Track open orders and proactively flag delays Issue monthly customer statements and follow up on overdue accounts
Sales Support

Provide administrative and operational support to the sales lead, including order preparation, follow-ups, and coordination with customers and suppliers
Supplier & Product Coordination

Communicate with overseas suppliers regarding pricing, samples, and production Track samples, approvals, and production timelines
Systems & Efficiency Support

Work within an ERP system and follow established processes Use AI tools (e.g., ChatGPT) for documentation, organization, and repetitive tasks Support basic automation and process improvements

Skills & Qualifications

Strong Microsoft Office skills (Excel, Outlook, Word) Proficient with Adobe Acrobat (PDF editing) Canva experience a plus Intermediate AI skills (comfortable using AI tools to improve workflows) Comfortable learning new systems and adapting to processes Highly organized with strong follow-up skills Clear written and verbal communication Bilingual (English/French) a plus

What We're Looking For

Dependable, mature, and professional Detail-driven and process-oriented Able to manage multiple priorities calmly Comfortable working independently once trained
Job Type: Full-time

Pay: From $46,000.00 per year

Experience:

Office: 3 years (required)
Work Location: In person