POSITION SUMMARY The Administration and Operations Coordinator play a central role in the day-to-day running of Bis Solutions. This person ensures the reliability of administrative and financial data, invoicing, sales support, management and optimization of monitoring tools as well as the coordination of certain operational activities. Very comfortable with numbers, Excel and systems, she helps structure processes, improve the quality of information and effectively support the entire team.

KEY RESPONSIBILITIES

1. Billing and Financial Administration

· Create and issue customer invoices accurately and on time.

· Perform necessary searches, validations, and follow-ups in QuickBooks.

· Verify data related to prices, quantities, costs, and information needed for invoicing.

· Prepare various administrative and financial reports to support management and operations.

· Maintain structured documentation and ensure proper filing of information.

2. Data, Excel, and Management Tools

· Create, maintain, and optimize Excel files used by the company.

· Develop monitoring tables, dashboards and performance indicators (KPIs).

· Ensure data integrity, accuracy, and regular updating.

· Structure information to facilitate analysis and decision-making.

· Participate in the improvement and automation of administrative tools when possible.

3. Sales and Team Support

· Provide day-to-day administrative support to the sales team.

· Prepare or update quotes, price lists, data sheets, presentations and client documents.

· Perform the research and data extraction necessary for commercial follow-ups.

· Collaborate with sales, logistics, operations, and management to ensure reliable and accessible information.

· Respond to the team's ad hoc administrative needs according to the company's priorities.

4. Inventories and product data

· Maintain up-to-date product, SKU, pricing and administrative information related to inventories.

· Participate in the validation and reconciliation of inventory data.

· Produce the reports and analyses necessary for inventory monitoring.





· Collaborate with the Logistics and Operations Coordinator to ensure consistency between system data and operational realities.

5. Process and continuous improvement

· Document, standardize and improve administrative and operational processes.

· Create and maintain procedures (SOPs), forms, templates and work tools.

· Identify repetitive or inefficient tasks and propose solutions for improvement.

· Contribute to the implementation of new systems, CRMs, digital tools or management technologies.

6. Project Coordination – Support and Succession

· Support the daily monitoring of certain projects in collaboration with the managers.

· Update timelines, tracking tables, actions, responsibilities and key dates.

· Carry out the necessary follow-ups with stakeholders in order to maintain the progress of projects.

· Prepare progress reports and reports as required.

· Act as a relief for the daily coordination of projects during absences or for smaller projects.

7. Digital Support – Succession Role

· Act as a backup person for certain website updates when required.

· Support the addition or removal of products, the updating of information or events in the absence of the senior manager.

· This responsibility remains secondary and is not the primary function of the position.

8. Operational collaboration

· Participate in relevant team meetings and ensure follow-ups resulting from decisions.

· Quickly communicate deviations, risks, or information that require team or management attention.

· Contribute to effective collaboration between administration, sales, logistics and operations.

· Demonstrate versatility and support business priorities in a dynamic environment.





PERFORMANCE INDICATORS (KPI)

· Accuracy and timeliness of invoicing.

· Data reliability and quality.

· Accuracy of reporting and monitoring tools.

· Quality and efficiency of Excel files and dashboards.

· Respect for deadlines and quality of follow-ups.

· Accuracy of product and inventory data.

· Responsiveness and quality of support offered to teams.

· Contribution to continuous improvement and processing documentation.

REQUIRED SKILLS

· Excellent command of Excel and great comfort with numbers.

· Experience in invoicing, customer’s quotation and purchasing from suppliers.

· Exceptional rigor, attention to detail and sense of organization (project monitoring)

· Ability to structure, analyze and validate data.

· Very good priority management and ability to manage multiple files simultaneously.

· Autonomy, initiative, curiosity and solution-oriented approach.

· Ability to create and improve work processes and tools.

· Very positive communication and collaboration skills.

· Knowledge of QuickBooks is a strong asset.

· Knowledge of Google Workspace, CRM, ERP or Power BI are an asset.

QUALIFICATIONS

DEC or relevant training in administration, accounting, finance, operations management, logistics or related field. The position is open to a junior profile with high potential. Experience in billing, administration, data analysis or coordination of operations is an asset. No experience in the cannabis industry is required.

LABOUR RELATIONS

Internal: Sales Director & Team Leader, Logistics and Operations Coordinator, Systems/Website Manager, Management, Sales and Accounting.

External: customers, suppliers and partners when required as part of administrative or project follow-ups.

WORKING CONDITIONS

· Permanent full-time position.

· Position carried out 100% from the offices of Bis Solutions.

· Daytime schedule, Monday to Friday.

· Office presence is essential because of the day-to-day collaboration with sales, logistics, operations, and management.

📌 Administration and Operations Coordinator (Saint-Lambert)
🏢 Bis Solutions
📍 Saint-Lambert