ADMINISTRATIVE COORDINATOR

Hourly | 37.5 hours/week

Reports to: Operations Manager

WHO WE ARE

Pure + Simple is an established natural skincare brand with a network of corporate and franchise spa locations, an e-commerce business, and our own skincare product lines.

Our Head Office team is small and highly collaborative, which means organization, communication and follow-through are essential. We are looking for an Administrative Coordinator who can help keep projects, information and day-to-day operations organized and moving forward across the company.

This is a full-time, in-person position based at our Head Office.

WHO YOU ARE

- You are exceptionally organized and detail-oriented and take pride in producing thorough, accurate work.
- You take ownership of your responsibilities and follow projects through to completion without needing constant direction or follow-up.
- You are proactive, resourceful and solutions-oriented — you identify what needs to happen next and take initiative to move it forward.
- You are comfortable managing multiple projects, deadlines and priorities while ensuring important details don't fall through the cracks.
- You are a strong communicator who is comfortable following up with others and helping keep teams, projects and information aligned.
- You value clear processes, documentation and SOPs and enjoy creating order and improving how things are organized.
- You enjoy working as part of a small, multifunctional team and are willing to step in and support other areas of the business when needed.

WHAT YOU WILL DO

Project & Operational Coordination A major focus of this position is helping keep company projects organized, documented and moving forward.

- Coordinate and track projects from initial planning through completion.
- Maintain project management systems, timelines, task lists and supporting documentation.
- Follow up with project owners and team members to ensure deadlines and deliverables are met.
- Identify outstanding tasks, missing information, dependencies and potential roadblocks before they delay a project.
- Provide regular project status updates and flag items requiring decisions or follow-up.
- Support new product launches and product commercialization, coordinating information and deliverables across operations, production, marketing, design and other stakeholders.
- Assist with the planning and implementation of sales promotions and other company initiatives.
- Take ownership of ad hoc projects as assigned and ensure they are carried through to completion.
- Help improve communication and alignment between Head Office departments, corporate locations and franchise locations.

Administration, Documentation & SOPs

Maintaining accurate information and organized processes is a core responsibility of this role.

- Develop, document, update and maintain company SOPs and internal processes.
- Ensure important operational information is organized, current and easily accessible to the appropriate teams.
- Maintain databases and records related to house brand products, product information, INCIs and other operational documentation.




- Prepare and submit recurring reports to the Operations Manager.
- Maintain administrative calendars, trackers, project files and other internal resources.
- Support e-commerce site maintenance and coordinate required updates with internal team members and external developers.
- Assist with monthly house brand inventory processes.
- Identify opportunities to improve administrative processes, organization and efficiency.
- Help ensure updates, decisions and process changes are communicated consistently across relevant areas of the company.

Procurement & Vendor Coordination

Procurement responsibilities are primarily focused on new sourcing and project-based purchasing needs, rather than routine replenishment.

- Work collaboratively with the Operations Manager and Purchasing Coordinator on sourcing projects for new products, packaging, supplies and other business needs.
- Research and identify potential vendors and sourcing options based on project requirements.
- Request and compare quotes, specifications, samples, lead times and other vendor information.
- Communicate with vendors and maintain organized records of sourcing projects, decisions and outstanding requirements.
- Track vendor follow-ups and timelines to help ensure sourcing projects continue moving forward.
- Identify potential cost savings, alternative suppliers and opportunities to improve sourcing or purchasing processes.
- Provide coverage for routine purchasing responsibilities when required due to vacation, illness or other team needs.

Customer Service & Cross-Functional Coverage

Customer service, e-commerce fulfillment and order processing are not the primary focus of this position. However, as part of a small Head Office team, the Administrative Coordinator will be expected to provide support and coverage when required.

- Provide backup support for phone calls, emails and messages from customers, franchise locations, corporate spas and wholesale clients during busy periods or when additional coverage is required.
- Assist with customer concerns and product questions when required.
- Monitor shared email accounts and help ensure important correspondence is directed to the appropriate team member.
- Provide e-commerce and fulfillment coverage when required, including during team member illness, vacation or other absences.
- Assist with e-commerce order processing and related administrative tasks when providing coverage.
- Step into other operational areas when necessary to help maintain continuity during periods of increased workload or team absence.

WHAT SUCCESS LOOKS LIKE

You will be successful in this role if:

- Projects and follow-ups don't fall through the cracks.
- Deadlines, responsibilities and next steps are clearly documented and tracked.




- SOPs and operational documentation are accurate, current and easy for the team to use.
- Team members have the information they need and know what is expected of them.
- You identify issues and missing information proactively rather than waiting for someone else to notice them.
- You can be trusted to take a project or task, determine what needs to happen and carry it through to completion.
- You help create greater consistency, organization and alignment across the company.
- Your work is thorough and accurate, even when managing multiple priorities.
- You are adaptable and willing to support other areas of the business when circumstances require it.

REQUIREMENTS

- 2+ years of experience in administration, operations, project coordination or a related role.
- Exceptional organizational skills and attention to detail.
- Strong project and time-management skills with demonstrated ability to manage multiple priorities.
- Strong written and verbal communication skills.
- Demonstrated ability to work independently, take initiative and follow through on commitments.
- Strong problem-solving skills and a practical, solutions-oriented approach.
- Experience creating or maintaining SOPs, processes, documentation or project trackers.
- Strong proficiency with Google Workspace and Microsoft Office.
- Ability and willingness to quickly learn new software and operational systems.
- Experience with platforms such as inFlow, Zenoti, Shopify, Asana and Gorgias is an asset.
- Experience in skincare, beauty, retail, e-commerce or a multi-location organization is an asset.

PHYSICAL REQUIREMENTS

Our Head Office is adjacent to our cosmetic production facility and warehouse. The position may require standing and walking throughout the workday, including walking up and down stairs, as well as occasional bending, reaching and lifting of items up to 40 lbs.

We are a natural skincare company and limit the use of chemicals and synthetic fragrances whenever possible. Information about cleaning products and disinfectants can be provided to candidates who have concerns about chemical sensitivities.

WHAT WE OFFER

Pure + Simple is an established, collaborative team where each person plays an important role in the success of the business. Because we are a small, multifunctional team, this position offers the prospect to work across many areas of the company, take ownership of meaningful projects and develop a broad range of operational experience.

Optional extended health benefits are available after three months of continuous employment. Team members also receive employee product discounts, complimentary services and friends and family discounts.

Pure + Simple is proud to be an equal opportunity employer. We cultivate a welcoming and accessible workplace where talented individuals from all backgrounds can thrive. We believe diversity strengthens our team and drives innovation.

If you require accommodations during the application process, please contact [email protected]. We are committed to providing a fair and inclusive hiring experience.

📌 Administrative Coordinator (Toronto)
🏢 Pure + Simple
📍 Toronto