ABOUT BAR JUS + SPROUT THERAPY

Bar Jus and Sprout Therapy are locally operated food and beverage businesses based in Dartmouth.

Sprout Therapy produces cold-pressed juices and provides juice cleanses, subscriptions and wholesale products. Bar Jus distributes a growing portfolio of non-alcoholic beverages, cocktail ingredients, bar goods and pantry products to hospitality and retail clients across Atlantic Canada.

We are hiring an Office & Client Services Administrator to take ownership of the daily administrative work that keeps our clients informed, orders accurate, billing current and internal teams aligned.

ABOUT THE ROLE

This is a hands-on office administration and client-service position. It combines client communication, order entry, billing, accounts-receivable support, internal coordination and general office administration.

Client and consumer communication is a major part of the position. The successful candidate must be personable and professional while communicating clearly, accurately and concisely.

Much of the work follows recurring daily and weekly schedules. Success requires consistency, punctuality, attention to detail and the ability to complete routine responsibilities accurately, even when priorities change or the business is busy.

After training, the administrator is expected to independently own the position, manage deadlines and ask questions or escalate concerns before they become problems.

You will work as part of a high-functioning team within a rapidly growing and evolving company. This position is central to keeping clients, production, warehouse, delivery and management personnel aligned. You must be comfortable collaborating closely with others while independently owning your responsibilities and adapting as systems, priorities and business needs develop.

PRIMARY RESPONSIBILITIES

Client and consumer service

- Monitor and respond to shared email inboxes, telephone calls and other client-service channels throughout the day.
- Respond to client and consumer questions immediately when possible and within the same business day when additional information is required.
- Provide accurate information about products, orders, payments, availability and delivery expectations.
- Follow up on outstanding questions, requests and commitments until they are resolved.
- Maintain the company’s six-star customer-service standard.
- Escalate unusual, sensitive or unresolved concerns through the appropriate chain of command.

Order entry and verification

- Monitor Shopify and other order channels for new, standing and time-sensitive orders.
- Enter orders accurately and within established order cutoffs.
- Contact clients regarding recurring orders and upcoming deadlines.
- Review orders for missing information, unusual quantities, pricing issues, credits and other discrepancies.
- Confirm that orders are complete and ready for production, picking, packing and delivery.
- Correct identified errors promptly and communicate changes to affected team members.
- Maintain accurate records of order changes, client instructions and required follow-up.

Billing, payments and accounts receivable

- Complete daily billing accurately and on time.
- Process authorized credit-card payments and prepare deposits.
- Send customer statements and follow up on overdue accounts.
- Prepare the weekly accounts-receivable report for management review.
- Issue credits and refunds within established protocols and approval thresholds.
- Escalate credits, refunds and payment concerns that exceed the established threshold or require management direction.
- Prepare supplier payments for approval without independently releasing funds.




- Maintain organized financial records and provide supporting information to the company’s bookkeeper.
- Post required billing and payment updates through the company’s internal communication systems.

Internal coordination

- Communicate order, production and client-service priorities to the appropriate team members.
- Coordinate information with production, warehouse, delivery and management personnel.
- Follow up when information, approval or action is outstanding.
- Identify and flag missing information, deadline risks, service concerns and potential errors.
- Prepare notes, questions and relevant information for team meetings.
- Document decisions, commitments and handoffs so responsibilities remain visible and clear.
- Provide advance notice when a deadline may not be met and request support or an extension before the deadline passes.

General office administration

- Answer and monitor company telephones and email inboxes.
- Maintain calendars, records, recurring reminders and administrative task lists.
- Prepare documents, reports and customer statements.
- Receive parcels, answer the facility door and direct visitors or deliveries appropriately.
- Maintain an organized office workstation and reliable filing system.
- Complete light office tidying, recycling, box breakdown and small-waste disposal.
- Review outstanding communications and tasks at the beginning and end of each workday.
- Help maintain and improve administrative procedures as the business evolves.

Occasional responsibilities

- Assist with event coordination, signage, Canva materials and other special projects.
- Help develop or update operational protocols and internal resources.
- Receive and move ordinary parcels or boxes when required.
- Support other reasonable administrative priorities consistent with the position.

WHAT SUCCESS LOOKS LIKE Within the first 90 days, a successful administrator will demonstrate:

- Consistent attendance, punctuality and readiness at the scheduled start time.
- Accurate order entry, billing, payment processing and recordkeeping.
- A low error rate, with any errors identified and corrected promptly by the employee.
- Reliable completion of daily and weekly responsibilities without repeated reminders.
- Immediate or same-day responses to client and consumer communications.
- Clear, concise and professional written and verbal communication.
- An organized and efficient workflow.
- Consistent achievement of deadlines.
- Advance communication when a deadline or commitment may be at risk.
- Sound judgment regarding when to act independently, ask a question or escalate a concern.
- Increasing ownership of the position with progressively less supervision.

REQUIRED QUALIFICATIONS

- Previous customer-service experience.
- Strong written and verbal communication skills.
- Excellent organization and attention to detail.
- Dependable attendance and punctuality.
- Ability to manage recurring responsibilities and competing priorities.
- Confidence using computers, email, spreadsheets and web-based business systems.
- Ability to follow established procedures while asking questions when instructions are unclear.
- Ability to accept feedback, correct mistakes and continuously improve.
- Ability to occasionally receive, lift and move ordinary parcels or boxes.





No specific post-secondary credential is required. Relevant experience, demonstrated capability and the ability to learn are more important than formal education.

PREFERRED EXPERIENCE

Experience in any of the following areas is considered an asset:

- Office administration
- Order entry and verification
- Billing or bookkeeping support
- Accounts receivable
- Shopify or e-commerce administration
- Food and beverage
- Hospitality
- Wholesale distribution
- Small-business operations

SYSTEMS USED The administrator will work primarily with:

- Apple OS/iOS
- Shopify
- Slack
- Basecamp
- Google Docs
- Google Sheets
- Google Drive
- Email and shared inboxes

Experience with every platform is not required. The successful candidate must be comfortable learning new software and following documented processes.

SCHEDULE

This is a full-time, in-person position based at our Dartmouth facility.

- Monday and Thursday: 7:00 a.m. to 4:00 p.m.
- Tuesday, Wednesday and Friday: 8:00 a.m. to 5:00 p.m.
- 42.5 paid hours per week
- 30-minute unpaid meal break each day

Evening and weekend work is not normally expected. Additional hours may occasionally be requested and authorized when required to meet an important deadline. COMPENSATION AND DEVELOPMENT The starting wage is $19.00 per hour during training and probation.

The probationary period is up to 90 days. Probation may be completed earlier when the employee has consistently achieved the position’s KPIs and demonstrated satisfactory independence, accuracy, reliability and ownership.

Following successful probation, compensation will be reviewed against the company wage structure. Employees who consistently meet the established expectations of the position may progress into the $21.00 to $24.00 per hour range, depending on demonstrated performance, competency and responsibility.

A probationary review does not automatically guarantee a wage increase. Compensation progression is based on sustained performance and successful ownership of the role.

Further opportunities may include increased compensation, expanded responsibility and professional development as the employee and businesses grow.

WHAT WE OFFER

- Employee discount
- Consistent weekday schedule
- Hands-on training and documented procedures
- Opportunity for increased responsibility and compensation
- Experience across client service, administration, e-commerce and small-business operations

WHO WILL DO WELL HERE This position is best suited to someone who:

- Takes pride in accurate and completed work.
- Enjoys helping clients and solving administrative problems.
- Communicates warmly without being unnecessarily lengthy.
- Notices missing information and follows up without being prompted.
- Uses reminders, task lists and documented systems reliably.
- Maintains focus during interruptions.
- Takes ownership rather than waiting for someone else to notice a problem.
- Understands that recurring administrative work is essential to production, delivery, cash flow and customer service.
- Brings a constructive attitude and remains receptive to direction and feedback.
- Wants stability while continuing to grow alongside an evolving business.

HOW TO APPLY Please submit your résumé through Indeed. Applicants selected to proceed will be contacted regarding the next stage of the assessment process.

Job Type: Full time

Pay: From $19.00 per hour

Application question(s)

- Are you available to work in person in Dartmouth for the complete schedule listed in this posting?

Language:
- Fluent English (required)

Licence/Certification:
- Driving Licence (required)

Work Location: In person

📌 Office & Client Services Administrator (Dartmouth)
🏢 Bar Jus + Sprout Therapy
📍 Dartmouth