Ex Animo Coffee & Pastry is a fast-growing wholesale bakery and coffee roastery serving the Greater Vancouver Area. We specialize in delicious handcrafted pastries and freshly roasted coffee. As we continue to grow, we’re looking for a detail-oriented and organized Order Clerk / Office Administrator to support our daily operations and help ensure orders are processed accurately and efficiently.

Position Summary

The Order Clerk / Office Administrator plays a key role in coordinating customer orders and supporting day-to-day office operations. This position requires strong attention to detail, excellent communication skills, and the ability to thrive in a fast-paced production environment. You will act as a central point of contact between customers, production teams, and management to ensure smooth order flow and exceptional service.

Responsibilities: Order Processing & Customer Support

- Accurately enter and manage customer orders in a timely manner
- Process invoices and payments
- Communicate daily orders clearly with roasting and kitchen teams
- Coordinate shipments within Canada and the USA
- Respond to phone calls and emails professionally, providing excellent customer service
- Maintain and update customer accounts and pricing information
- Resolve order discrepancies and follow up on customer inquiries





Office Administration

- Maintain organized physical and electronic filing systems
- Support inventory tracking and reporting
- Assist with accounts receivable and basic administrative bookkeeping tasks
- Prepare reports and summaries for management as needed
- Help develop and maintain office procedures and workflows
- Provide general administrative support to the management and production teams

Requirements

- 2–3+ years of experience in order processing, office administration, or similar role
- Strong proficiency in Microsoft Office Suite (especially Excel)
- Experience with QuickBooks or similar order/accounting software is an asset
- Excellent organizational and multitasking skills
- Strong attention to detail and accuracy
- Clear written and verbal communication skills
- Ability to work efficiently in a fast-paced, production-driven environment
- Food industry experience is an asset but not required
- Self-starter with a positive attitude and willingness to grow with the company

Schedule

Tuesday to Saturday - 7 AM to 3 PM

If you are organized, detail-oriented, and enjoy coordinating orders in a energetic environment, we would love to hear from you!

Pay: $23.00-$26.00 per hour

Work Location: In person

📌 Order Desk/ Office Administration (Canada)
🏢 Ex Animo Coffee & Pastry
📍 Canada