Office + Sales Coordinator
Alera is the creator of Zensa Topical Anaesthetic, one of the fastest-growing pharma skin care products in the medspa and tattoo markets (@zensaskin on IG). As we continue to expand and evolve, Alera is looking for a highly motivated Office + Sales Coordinator to join our dynamic team based in Vancouver. With a track record of rapid growth over the past few years, we need someone who thrives in an innovative, results-driven environment and is ready to contribute to the success of a sophisticated wellness brand.
Description:
The Office + Sales Coordinator is a dual-function role responsible for supporting day-to-day sales execution while ensuring the office runs efficiently and professionally. The position works closely with the Sales and Operations teams and requires a high level of organization, attention to detail, responsiveness, and consistent follow-through.
On the Sales Coordination side, the role supports the sales team from order submission through fulfillment. This includes coordinating order documentation, ensuring customers receive invoices and payment confirmations promptly, monitoring order status, communicating tracking information, maintaining accurate customer and order records, and proactively resolving administrative issues that could delay fulfillment or impact the customer experience. The Office + Sales Coordinator serves as a key link between Sales, Finance, Operations, and Fulfillment to ensure orders move through each stage accurately and efficiently.
On the Office Coordination side, the role maintains an organized, well-supplied, and functional workplace. This includes managing office supplies and inventory, coordinating vendors and service providers, addressing facility and maintenance needs, supporting internal meetings and company activities, and handling general administrative requirements as they arise.
This is an entry-level position, and we will provide full training; we care far more about whether you are organized, dependable, and genuinely coachable than about what is already on your resume.
Responsibilities:
- Generate and issue customer invoices accurately in QuickBooks Online, and send paid invoice confirmations once payment has been received and applied
- Send tracking numbers to customers and to the assigned sales representative on the day a shipment leaves - every time, without being prompted
- Maintain a live record of open orders and their shipment status, so the status of any order can be answered immediately
- Proactively advise customers of delays, exceptions or failed delivery attempts before they discover the problem themselves
- Act as a first point of contact for incoming customer enquiries by phone and email, responding promptly and courteously
- Enter and process customer orders accurately, verifying product codes, quantities, pricing and shipping instructions
- Support the sales team with quotations, order confirmations, sample requests, pricing sheets and account administration
- Coordinate with third-party logistics providers and carriers to obtain tracking details, proof of delivery and resolution of lost or damaged shipments
- Escalate complaints, pricing disputes and any product quality concerns to the Senior Operations & HR Manager immediately
- Be the go-to person for the day-to-day running of the office, including deliveries, visitors, equipment and general upkeep
- Arrange repairs and maintenance by contacting the appropriate service provider, scheduling attendance and seeing the work through to completion
- Monitor and reorder office, kitchen and shipping supplies before they run out, and reconcile supplier invoices
- Plan and organize team lunches, company events and staff celebrations, and support trade show and customer visit logistics
- Maintain accurate, current and well-organized digital and physical filing
Requirements:
- Secondary school completion. Post-secondary education in business administration, commerce, communications or a related field is welcome but not required
- Strong written English; this role sends a high volume of customer-facing email, and those emails represent the company
- A clear and courteous telephone manner
- Genuine organizational ability and strong attention to detail
- Comfort with standard office software, including email, word processing and spreadsheets
- Reliability. Routine tasks are completed every time, without a reminder
- Coachability; you take direction and feedback well, and apply it
- Discretion in handling customer, financial and employee information
Preferred Skills:
- Prior experience in customer service, administration, reception, retail or hospitality, in any capacity
Compensation:
$45,000 – $50,000 per annum, commensurate with experience. Full-time, permanent, on-site in the Vancouver area
