About us
Moonshine Mama’s Elixirs is a women-owned and family-operated beverage company based on Salt Spring Island, BC. We are a small, growing business that values care, quality, reliability, and community.
We are seeking an organized and dependable Office Administrator to support the day-to-day administrative needs of the business. This role is well-suited to someone who enjoys working with records, orders, customers, and routine office systems in a small-business environment.
The role
The Office Administrator will help keep our office organized and support customer service, order processing, invoicing, record-keeping, and communication between the office and production team.
The successful candidate will be comfortable working independently, following established procedures, and managing several administrative tasks throughout the day. Because we are a small business, priorities may occasionally shift, and a practical and adaptable approach is important.
Key responsibilities
- Maintain organized physical and digital files
- Answer incoming phone calls and respond to general inquiries
- Respond professionally to customers, retailers, and distributors by phone and email
- Receive, enter, and process customer orders accurately
- Assist customers with basic order-status and delivery questions
- Prepare invoices and support routine billing administration
- Submit and track employee timesheets
- Maintain basic order, inventory, and administrative records
- Organize quality assurance and food safety documents
- Check that the required forms have been completed and flag missing information for management
- Provide routine administrative support to management and the production team
- Help maintain office supplies and general office organization
- Identify obvious errors or missing information and bring them to the appropriate manager’s attention
- Assist with other reasonable administrative duties as needed
Required qualifications
- Previous experience in an administrative, office, customer service, or similar support role
- Strong organizational skills and attention to detail
- Experience in maintaining physical and digital records
- Comfortable answering phones and communicating professionally by email
- Ability to enter orders and other information accurately
- Basic experience with invoicing, timesheets, or administrative tracking
- Ability to manage multiple routine tasks and follow through on assignments
- Ability to work independently and ask for direction when needed
- General computer proficiency
- Experience using Microsoft Word, Excel, Outlook, or similar programs
Assets
- Experience with QuickBooks
- Experience in food production, manufacturing, wholesale, or distribution
- Familiarity with food safety, quality assurance, or compliance records
- Experience working in a small business
Who you are
- Organized, accurate, and dependable
- Comfortable working with paperwork, records, and computer systems
- Professional and helpful when communicating with customers and coworkers
- Able to work independently in a quiet office environment
- Patient and thorough when completing repetitive tasks
- Adaptable when priorities change
- Willing to ask questions when instructions or responsibilities are unclear
- Interested in contributing to a small, community-based business
Success in this role
After six months, the successful candidate will:
- Maintain organized and accurate office records
- Enter and process customer orders reliably
- Support timely invoicing and timesheet administration
- Keep quality assurance documentation organized
- Communicate professionally with customers, retailers, and distributors
- Provide dependable administrative support to management and the production team
Schedule and working conditions
- On-site position based on Salt Spring Island, BC
- 30 hours per week over four to five days
- Primarily office-based
- Occasional communication and coordination with the production team
- Significant independent work in a quiet office environment
Relocation
This position is based on Salt Spring Island. Applicants who would need to relocate are welcome to provide information about their relocation plans in their application. Limited assistance with the transition may be available.
- Strong computer skills with the ability to learn new software quickly
- Excellent organizational skills with attention to detail
- Ability to handle multiple priorities efficiently in a fast-paced environment
- Exceptional customer service skills with professional phone etiquette
- Experience with data entry, filing systems, and document proofreading
- Knowledge of multi-line phone systems and front desk operations
- Strong typing skills with a focus on accuracy and speed
- Previous experience in bookkeeping or basic financial tasks is a plus
- High school diploma or equivalent required; additional administrative training or certification is advantageous
Pay: $25.00-$27.00 per hour
Benefits:
- Casual dress
- On-site parking
Work Location: In person
