Administrative & Operations Coordinator

Location: In-Office - Mt Pleasant, Vancouver (Remote Fridays)

Hours: 36 hours/week (half-day Fridays)

Company: Shop Makers

Pay:

$50,000 - $60,000 annually, including 3 weeks of paid vacation and extended health benefits.

About Us:

Makers is a thriving retail chain specializing in local and handmade goods. With 19 locations across BC, Alberta, and Ontario, we are proud to support small businesses and foster community connections. Our unique model allows us to give 100% of our sales to our artisans. Jewellery, candles, home decor, prints, stationary, soaps, if it can be handmade, you'll find it at Makers!

Role Overview:

The Administrative Assistant provides essential support across our retail operations, store projects, and general administration. This is a diverse role for someone who enjoys variety in their work-from coordinating store openings to managing accounts, and supporting internal teams. You'll help ensure daily operations run smoothly while assisting with special projects that keep the business moving forward.

1. Retail Operations & Store Development

• Research and coordinate contractors, trades, and service providers
• Assist with scheduling site visits, repairs, and store maintenance
• Support new store openings, including communication and document exchange with landlords and property management
• Track timelines, tasks, and follow-up with key stakeholders
• Maintain vendor and utility accounts (internet, hydro, alarm systems, etc.)
• Ensure business and store licenses are tracked and renewed annually

2. Team & Administrative Support

• Manage calendars, book travel, and assist with meeting scheduling
• Act as a contact point for internal team members and external partners
• Prepare reports, presentations, documents, and meeting minutes
• Assist in managing staff benefits and healthcare plans
• Password, Document, and Account management

3. Vendor, Office & Facilities Coordination

• Support tasks like mailing, monitor office and supply inventory; place orders as needed
• Support internal event coordination, promotions, or community activities
• Help coordinate internal meetings, team events, and milestone celebrations
• Maintain vendor and contractor database (build as a project)

4. Cross-Departmental & Project Support

• Provide general support to Marketing, Operations, and other teams as needed
• Support process improvements and internal projects
• Assist with onboarding new hires (tech setup, welcome kits, etc.)

Qualifications

• 3+ years of experience in an administrative, operations, or project coordination role
• Experience supporting retail operations, construction projects, or multi-location businesses is an asset
• Post-secondary education in Business Administration, Communications, or a related field is an asset
• Comfortable working in a hybrid role balancing desk work and hands-on operational tasks (office Mon-Thurs, remote Friday AM)

Key Skills

Administrative & Organizational

• Exceptional organizational skills with the ability to manage multiple priorities and deadlines
• Strong calendar, travel, and meeting coordination skills
• Highly detail-oriented and thorough in follow-ups and task completion

Communication & Collaboration

• Strong written and verbal communication skills
• Able to communicate professionally with contractors, landlords, vendors, and internal teams
• Friendly, approachable, and collaborative working style
• Experience preparing reports, presentations, and meeting minutes

Technology & Systems

• Proficient with Google Workspace (Docs, Sheets, Calendar, Gmail, Drive)
• Comfortable learning and using project management tools (Asana)
• Experience managing digital filing systems and password/account management (1Password)
• Familiarity with invoicing, vendor databases, and utility accounts is an asset

Project & Operations Support

• Ability to track and manage timelines for projects like store buildouts or repairs
• Comfortable coordinating with trades, vendors, and property managers

Additional Attributes

• Resourceful, proactive, and takes initiative without needing constant direction
• Able to switch gears easily between administrative, project, and people-facing tasks
• Interest in retail operations, store development, or business administration
• Solutions-focused with good judgment and decision-making skills
• Willingness to jump into occasional hands-on tasks (supply runs, event setup)

Sound like you? Please apply and send a cover letter to !