Office + Project Coordinator

**Who We Are** Alera is the company behind Zensa Skin Care — a fast\-growing Canadian consumer health brand with products used by tattoo artists, medical aestheticians, and skin care professionals across North America. We’re a small, high\-performing team that holds ourselves to a high standard, and we take pride in the environment we work in and the clients we serve. **The Role** We’re looking for an Office \& Project Coordinator who raises the bar on what a well\-run office looks and feels like. This isn’t a “wait to be told” role — it’s for someone who spots the burned\-out light bulb before anyone else does and has already replaced it by the time someone notices. Someone who takes genuine pride in the details, keeps everything running smoothly behind the scenes, and makes the team’s day easier without being asked. You’ll report to the Senior Operations Manager and sit at the intersection of office operations, client support, e\-commerce coordination, and project execution. You care equally about the team and the client — and it shows in how you work. **What You’ll Own** Office \& Environment • Own the office environment — proactively identify and resolve anything that needs attention before it becomes a problem or has to be flagged by someone else • Maintain a polished, well\-stocked, and organized workspace that reflects the Alera brand standard • Manage office supply levels and vendor relationships, ensuring timely replenishment and payments • Organize team events, weekly food orders, and internal presentations with the same level of care you bring to everything else Client \& Team Support • Serve as a first point of contact for client inquiries via phone and email — responding promptly, professionally, and with genuine care • Support the sales team by creating invoices, tracking order status, and ensuring client\-facing communications are always on\-brand • Review monthly team expenses for completeness and accuracy • Complete Health Canada administrative documentation as required E\-Commerce \& Order Coordination • Manage day\-to\-day Shopify operations including order processing, fulfillment workflows, inventory updates, and product listings • Coordinate with 3PL partners on outbound orders, stock replenishment, and shipping exceptions • Monitor order queues and proactively flag or resolve fulfillment issues before they reach the client • Assist with light pick and pack duties for smaller or time\-sensitive orders as needed Projects \& Operations • Collaborate with the marketing and sales teams to coordinate logistics and execution for trade shows and sales conventions • Support operational expansion by building out internal processes and ensuring consistent rollout across markets • Identify inefficiencies and propose solutions before being asked — if something could be better, say so and help fix it **Who You Are The right person for this role doesn’t need a checklist to know what needs doing — they’ve already made a mental note. You are:** • Exceptionally organized — the kind of organized that other organized people notice • A proactive problem\-solver who acts on what they observe rather than waiting to be directed • Someone who holds a high personal standard for quality — in communication, in presentation, and in follow\-through • A reliable, calming presence that teammates and clients alike feel good about reaching out to • Equally comfortable owning a project end\-to\-end and handling the small but important details that keep a team running well • Someone who takes pride in making the people around them more effective — without needing the credit **Requirements** • 3\+ years of experience in an office coordination, operations, or administrative role • Comfort with digital tools and online platforms; experience with e\-commerce or order management systems • Strong working knowledge of Microsoft Office and comfort picking up new tools quickly • Exceptional written and verbal communication skills • A proven ability to manage multiple priorities independently without losing attention to detail **Compensation \& Details** • Competitive salary, commensurate with experience • Performance\-based bonus structure • Extended health benefits • Full\-time, in\-office — Vancouver, BC