Executive Assistant, Administration and Customer Service

Phoenix Domes ( phoenixdomes.com ) is Canada's leader in geodesic dome structures for Glamping, housing and studio spaces.

We're seeking an administration, customer service and shipping manager and assistant to our owner & CEO to assist with a range of administrative, logistical, shipping, customer service and communication tasks.
We are a small (but successful!) company, so a variety of skills and tasks are required, and the ability to prioritize and multitask is important.

- Screening incoming email s and answering or assigning to teaUpgrade to see actual infombers as applicable
- Invoicing & communicating with customers
- After-sales support for customers by email and phone
- Paying bills and recording invoices/ receipts
- Utilizing a variety of software to order, coordinate, and track shipments from our warehouses
- Communicating effectively with our in-person staff about Order packing & shipping of in-house inventory items
- Handling insurance claims for damaged/lost shipments
- Importing/ exporting shipments, communicating with customs brokers, and coordinating deliveries and receiving at our Warehouses
- Online Inventory management (odoo)
- Being in touch with in-person staff about workshop inventory & reordering as necessary
- Updating product and/or other pages on our website as necessary
- Basic bookkeeping tasks
- Various digital organization
- Creating/ updating/ polishing SOP’s
- Updating and improving training material
- Assisting the owner with various tasks like forms, research, travel,

Required Skills:
Attention to Detail, strong Organizational skills, good Communication, Fast Learner, Multi-Tasking, Efficiency, Reliability, Being Self-Directed, Writing Ability, Google Suite, Word & Excel, Canva, Odoo CRM, Empathy, impeccable written and spoken English, Can-Do Attitude, Taking initiative


Please fill out an application form here:
https://forms.gle/c28yKBe4zY5nMAcr6

You can reply on this platform with your introduction and resume.

Additionally, please create a brief video intro of yourself.
Please just talk freely, tell me a bit about yourself, what you love to do in your free time, what particularly interest you about our company, and why you feel like you would be a good fit. Do not script your video - I am not interested in a generic, canned video or listening to you read off a screen, I want to get a sense of how you speak naturally as you would interact with the team and customers.
That will give us a bit of a sense of your personality!

Thank you,
Freyja, Founder and owner