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 emails 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