indeed
Executive Assistant / Administrative & Operations Coordinator
Keystone
Richmond, CAN
Full Time
Mid
Onsite
1 weeks ago
Administrative SupportERP SystemsGoogle WorkspaceMicrosoft OfficeCustomer CorrespondenceLogistics Coordination
Free
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Administrative SupportERP SystemsGoogle Workspace
About the Role
Eminence, a family-owned industrial and marine supply company, seeks an Administrative & Operations Coordinator / Executive Assistant to support sales, logistics, management, and office operations.
Key Skills for This Role
Administrative SupportERP SystemsGoogle WorkspaceMicrosoft OfficeCustomer CorrespondenceLogistics Coordination
Responsibilities
- Draft, update, and manage customer quotes and sales orders in ERP system
- Create and update product codes, descriptions, pricing, and item details
- Convert quotes to orders and assist with order administration
- Review quote details carefully for accuracy, formatting, pricing, quantities, and descriptions
- Track open quotes, customer requests, and follow up items
- Send quotes, order confirmations, and follow up emails to customers
- Communicate professionally with customers, suppliers, freight companies, and internal team members
- Review, edit, and process invoices and supporting documents
- Assist with shipment coordination, including weights, dimensions, delivery addresses, and freight details
- Assist with general office administration and day to day operational support
- Set up and manage Slack channels for customer, project, and internal communication
- Conduct research using online resources and AI tools such as ChatGPT, Claude, Gemini, and similar platforms
Requirements
- Minimum 5 years of administrative, operations, executive assistant, office management, project coordination, or similar experience
- Strong attention to detail — accuracy in pricing, product codes, descriptions, documents, and communication is essential
- Excellent written and verbal communication skills
- Strong organization, follow up, and time management skills
- Comfortable juggling multiple customer files, tasks, and priorities at the same time
- Confident with spreadsheets and business documents
- Proficient with Google Workspace, including Gmail, Google Sheets, Google Docs, and Google Drive
- Proficient with Microsoft Office, especially Excel, Word, and Outlook
- Comfortable learning new software and digital tools quickly
- Professional, discreet, and able to handle confidential information appropriately
- Able to work independently, take initiative, and solve problems without constant direction
Full Job Posting
About Us
- Eminence is a long established, family owned industrial and marine supply company based in Richmond, BC.
- We are involved in manufacturing, distribution, marine supply, real estate, and related operations.
Position Summary
- We are looking for a highly organized, tech savvy, and proactive Administrative & Operations Coordinator / Executive Assistant.
- This is a hands on role for someone who enjoys organizing information, helping projects move forward, communicating clearly, and making a busy business run more smoothly.
Key Responsibilities
- Draft, update, and manage customer quotes and sales orders in ERP system
- Create and update product codes, descriptions, pricing, and item details
- Convert quotes to orders and assist with order administration
- Review quote details carefully for accuracy, formatting, pricing, quantities, and descriptions
- Track open quotes, customer requests, and follow up items
- Send quotes, order confirmations, and follow up emails to customers
- Communicate professionally with customers, suppliers, freight companies, and internal team members
- Review, edit, and process invoices and supporting documents
- Assist with shipment coordination, including weights, dimensions, delivery addresses, and freight details
- Assist with general office administration and day to day operational support
- Set up and manage Slack channels for customer, project, and internal communication
- Conduct research using online resources and AI tools such as ChatGPT, Claude, Gemini, and similar platforms
What We Are Looking For
- Minimum 5 years of administrative, operations, executive assistant, office management, project coordination, or similar experience
- Strong attention to detail — accuracy in pricing, product codes, descriptions, documents, and communication is essential
- Excellent written and verbal communication skills
- Strong organization, follow up, and time management skills
- Comfortable juggling multiple customer files, tasks, and priorities at the same time
- Confident with spreadsheets and business documents
- Proficient with Google Workspace, including Gmail, Google Sheets, Google Docs, and Google Drive
- Proficient with Microsoft Office, especially Excel, Word, and Outlook
- Comfortable learning new software and digital tools quickly
- Professional, discreet, and able to handle confidential information appropriately
- Able to work independently, take initiative, and solve problems without constant direction
Strong Assets
- Experience with Odoo
- Experience with RingCentral
- Experience with Slack
- Experience with AI tools such as ChatGPT, Claude, Gemini, or similar platforms
- Previous Executive Assistant experience
- Experience in industrial supply, distribution, logistics, marine, construction, manufacturing, real estate, or a project based business
- Experience with purchase orders, freight coordination, customer quotes, supplier follow up, or document control
Pay & Benefits
- Pay: $55,000.00 $70,000.00 per year
- Benefits: Casual dress, Dental care, On site parking, Vision care
Work Location
- In person
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