West Coast Gifts is the largest Canadian distributor of cannabis smoking accessories, including hand pipes, water pipes, vaporizers, and novelties. We are the original maker of color-changing borosilicate glass pipes (circa 1991). Since 2003, West Coast Gifts has provided its retail customers with the largest selection of cannabis accessories at competitive prices with speedy shipping and superior customer service. We are the exclusive designer, manufacturer, and distributor of some of the most recognized brands in the industry, including Red Eye Glass®, GEAR® Premium, Cheech & Chong™ Glass, Red Eye Tek®, Deluxe Daddy Vaporizers, LIT™ Silicone, iRie™, and Retro Glass™.
Cannabis markets are quickly growing in Canada and worldwide. This is a tremendous opportunity to join the largest distributor of award-winning delivery devices for the cannabis connoisseur as we build upon our established brands.
Continually growing and expanding, we now offer an exciting opportunity for a highly energetic and collaborative person to join our team in the role of Administrative Assistant. This is a dynamic position that requires flexibility, as well as a positive, solution-oriented attitude, within a fast-changing setting. If you have a strong administrative background, and the desire to build your career as part of an amazing team of creative and motivated professionals, you may be the perfect person for us.
Reporting to the Director of Business Development, the Administrative Assistant is responsible for supporting the seamless execution of the day-to-day operations in the office. They support staff and customers by answering and directing incoming phone calls and emails, ordering office supplies, managing shipment logistics, maintaining up to date paperwork, creating customer invoices, and performing other general administrative support tasks and errands, as required.
Clear and professional communication is essential to the success of this role.
In this role you will:
Provide executives, coworkers, and guests with general day-to-day administrative support, ensuring smooth and efficient office operation. This includes booking travel arrangements, filing and archiving documents, scheduling meetings, and interoffice correspondence. In addition, the Administrative Assistant is responsible for ensuring that all office common spaces are clean, organized, and fully stocked with all required supplies, maintaining stock and reordering as required.
Support all internal and external communication in a polite and professional manner, by handling incoming phone calls, voice mail messages, mail, and email, and serve as the first point of contact for customer service by answering general customer questions and directing queries to relevant departments as appropriate.
Assist the Operations and Purchasing departments with vendor communication in regards to incoming orders. Schedule incoming and outgoing shipments to support warehouse workflow.
Provide support to the Accounting team by being the first point of contact for incoming vendor invoices, processing customer invoices, compiling expense reports, filing, and assisting with tracking departmental budgets. In addition, the Administrative assistant performs monthly company-wide credit card reconciliations to ensure accurate company income and expense records.
Oversee the employee time clock and make changes as needed to ensure employee timesheets are accurate. Provide biweekly timesheet reports to support accurate and efficient payroll processing.
Provide support in the organization of employee life cycle and social events and facilitate the delivery of cross-company employee communication, regarding celebrations and special events.
Handle basic-level IT support queries related to office equipment and escalate to IT support vendor as appropriate.
Serve as Executive Assistant, completing personal, as well as work-related tasks as needed.
Assist in annual physical inventory counts.
Provide administrative support to other departments as needed.
Education, Skills, and Experience:
High school diploma or above.
Valid driver’s license and a clean driving record is a must. Please note candidates with no valid BC driver's licence will not be considered for this role!
2+ years’ experience as an Administrative Assistant or in another relevant administrative support role.
Excellent time management and the ability to manage multiple tasks with conflicting deadlines.
Strong organizational skills with the ability to efficiently prioritize work in a fast-paced and dynamic work environment and complete work in a timely manner with accuracy and attention to detail.
Excellent customer service skills, including pleasant, friendly, and professional phone demeanor.
Exceptional verbal and written communication skills in English. Language skills in French will be considered an advantage.
Strong computer skills - proficiency in MS Office Suite (including advanced MS Excel skills) and knowledge of G Suite. Familiarity with SAP Business One Inventory system is an asset.
Or equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities to perform the job.
Knowledge and passion for the cannabis industry will be considered an advantage.
If you think we could be a good match, apply now by sending in your resume and cover letter, and tell us why! We’re looking forward to meeting you!
About West Coast Gifts:
West Coast Gifts is Canada’s largest designer, manufacturer and distributor of award winning glass pipes, vaporizers and smoking accessories for the cannabis connoisseur. We offer over 7,000 products at competitive prices with speedy shipping and superior customer service. Visit our company web site to read more about our story!