About us
Outset Media is a medium-sized company that designs, manufactures, and distributes board games, card games, jigsaw puzzles, and Crystal Art craft products. Headquartered in Victoria, British Columbia, we also operate a warehouse and showroom in Brampton, Ontario, as well as a warehouse in Albion, Michigan. Our continued success is built on a passionate commitment to delivering exceptional products and outstanding customer service, creating lasting relationships with retailers and customers across North America.
Reporting to the CFO/Controller, the Administrative Assistant supports daily operations at Outset Media in a fast-paced wholesale environment. This role provides administrative, sales, and customer service support, including responding to customer inquiries, entering sales orders, generating invoices, and maintaining accurate product and customer account information. The position also supports accounts receivable tasks such as processing payments, issuing statements, and following up on outstanding balances, as well as assisting the sales team with order entry, spreadsheets, and coordination of sales activities.
Duties/Responsibilities:
- Provide customer support by answering, screening, and directing phone calls and inquiries to the appropriate departments or team members.
- Responds to and resolves administrative inquiries and questions about products, orders, shipments, and general support.
- Process customer orders accurately, generate invoices, and provide tracking information and supporting documentation.
- Maintain and update product information, and images for retailer portals, and major retail account platforms.
- Support the sales team by processing orders, and creating or updating customer accounts as needed.
- Handle accounts receivable tasks, including processing payments, issuing statements, and following up on overdue accounts.
- Prepare spreadsheets and reports for sales team members and customers to support the sales process.
- Utilize multiple software programs, databases, and online platforms to effectively perform job duties and responsibilities.
- Proofread game content to ensure accuracy, consistency, and quality.
- Process and fulfill direct-to-consumer orders when retail purchasing options are not available.
- Performs other related duties as assigned.
Education and Experience:
- High school diploma or equivalent required; post-secondary education in office administration, business, or a related field is an asset.
- 1–3 years of experience in administrative support, customer service, sales support, or data entry preferred.
- An equivalent combination of education and experience may be considered.
Skills & Qualifications:
- Strong verbal and written communication skills with professional phone etiquette.
- Excellent customer service and interpersonal skills with the ability to interact effectively with customers, retailers, and internal team members.
- Strong organizational and time management skills with the ability to prioritize and manage multiple tasks in a fast-paced environment.
- High attention to detail and accuracy in order processing, invoicing, and data entry.
- Ability to effectively use Microsoft Office applications, including Outlook, Word, and Excel.
- Comfortable learning and using multiple software systems, databases, and online platforms; ERP or order processing system experience is an asset.
- Strong problem-solving skills with the ability to respond to customer inquiries and resolve issues professionally.
- Ability to work independently as well as collaboratively within a team environment.
- Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
- Basic understanding of administrative and clerical procedures and systems.
- Ability to make sound decisions in a dynamic, fast-paced environment.
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
Schedule:
- 8-hour shift
- Monday to Friday
- Hours of work: 7:00 am to 3:30 pm
This is a great opportunity for someone seeking to gain experience in a friendly, fun, and collaborative office environment. We offer a supportive workplace culture and opportunities for professional development and growth.
Outset Media is committed to being an equal opportunity workplace. We hire and promote the best people, regardless of race, religion, gender, age or sexual orientation. Discrimination of any sort within our company will NOT be tolerated.
If you are a motivated individual with a passion for delivering excellent administrative and sales support, we would be pleased to hear from you. Please submit your resume and cover letter outlining your relevant experience.
Job Types: Permanent, Full-time
Pay: $41,000.00-$48,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Ability to commute/relocate:
- Victoria, BC V8Z 6N6: reliably commute or plan to relocate before starting work (required)
Education:
- Secondary School (preferred)
Experience:
- Database administration: 1 year (preferred)
- Administrative: 1 year (preferred)
Work Location: In person
