Join BodyMods as an Office Assistant

At BodyMods, we're excited to offer a current opportunity for an Office Assistant. This is an in-office position. We’re looking for a detail-oriented and organized individual to enhance our operational efficiency, ensure accurate document management, and facilitate effective communication within the team. Your contributions will be essential in managing schedules, coordinating resources, and supporting our commitment to exceptional customer service. If you’re passionate about organization and communication in a agile work environment, we would love to hear from you!

Our mission is to strive to elevate our industry with a resounding commitment to acceptance, education, and exceptional quality. We are passionate about designing and producing jewelry using only the highest-grade materials, ensuring both safety and style. Our comprehensive training program empowers our Crew to provide expert guidance, exceptional service, and uphold industry best practices. We are committed to creating an inclusive community where everyone can express their individuality freely and authentically without judgment.

At BodyMods, our core values define who we are and how we operate. We are driven by our Passion for what we love, guided by a clear Vision of our future, and committed to Innovation that propels our industry forward. Our Dedication ensures we go above and beyond to achieve our goals, while Accountability keeps us true to our word. We believe in Unity, recognizing that we are stronger together, and we focus on Results to meet our targets and continuously improve.

Duties and Responsibilities

Compliance and Confidentiality

- Adhere to company policies, procedures, and regulations.
- Maintain confidentiality regarding sensitive information.

Communication

- Respond to emails, phone calls, and messages promptly and professionally.
- Maintain clarity, friendliness, and professionalism in all written and verbal communication.
- Coordinate and facilitate meetings, preparing agendas and follow-up actions.
- Handle external queries and issues effectively, providing excellent customer service.
- Resolve complaints and problems in a timely manner.

Administrative

- Complete reports and tasks accurately and on time, monitoring completion rates.
- Complete weekly sales report in time for Monday Sales Meetings and send to managers in time for Thursday Managers Meetings.
- Complete All Stars Reports and Commission Report monthly and share in Bulletins channel.
- Verify cash deposits, e-transfers, and float sheets weekly.
- Create birthday cards/gift certificates and yearly pins for Crew each month.
- Reduce errors and corrections needed in documents and processes.
- Organize and file documents with accuracy and timeliness.
- Create employment and averaging agreements from existing templates.
- Create employment letters from existing templates.
- Send welcome emails and onboard new employees into company systems and create name tags.




- File WorksafeBC/WCB paperwork as needed.
- Respond to requests from lawyers re: MVAs and other injuries.
- Post job listings on job boards such as Indeed and send rejections when the posting is closed.
- Book travel for employees.
- Assist Sarah with Strata tasks as needed.
- Set up new phone and internet lines.
- Format, build, update documents and templates as needed.
- Send out emails to update everyone when office is closed for statutory holidays and other closures.
- Handle insurance renewals, get COIs as needed, and deal with other insurance related items.

Organizational Skills

- Efficiently manage schedules, appointments, and resources.
- Manage and replenish administrative supplies and equipment as needed.
- Identify and implement process improvements to enhance office workflows.

Technical Skills

- Demonstrate proficiency in office software (e.g., MS Office, Google Workspace).
- Troubleshoot and resolve basic technical issues as they arise.
- Accurately handle and process data, including database management.
- Help stores troubleshoot issues with Payworks, MyTime and other systems.

Team Collaboration

- Support colleagues and contribute to team goals.
- Actively participate in team projects and initiatives.

Tradeshow Logistics Responsibilities

- Arrange and order all services for the booth, including electricity, parking, passes, etc.
- Ensure all services are booked in advance, confirming details with vendors and event organizers.
- Coordinate and book travel arrangements for Crew members attending the tradeshow, including flights, accommodations, and transportation.
- Manage travel itineraries to ensure smooth logistics and on time attendance at the event.
- Organize the shipment of displays, promotional materials, and products to and from the tradeshow location.
- Track shipments, ensure timely delivery, manage any customs/logistical issues that may arise.
- Type up ballot information into spreadsheet for Marketing department.

Ideal Applicants Will Have the Following Attributes

- Highly Organized: Able to manage multiple tasks, schedules, and resources efficiently while maintaining a high level of accuracy and attention to detail.
- Strong Communicator: Excellent verbal and written communication skills, with the ability to handle professional correspondence and facilitate meetings effectively.
- Customer Oriented: Dedicated to providing exceptional customer service, with a proactive approach to resolving issues and addressing client needs.
- Technically Proficient: Comfortable using office software such as MS Office, Google Workspace,



and database systems, with the ability to troubleshoot basic technical problems.
- Problem Solver: Capable of identifying areas for improvement in processes and implementing effective solutions.
- Team Player: Willing to collaborate with colleagues, offer support, and contribute to team goals and projects.
- Tradeshow and Event Savvy: Experience managing the logistics of tradeshows or events, with the ability to handle travel bookings, booth setups, and the shipment of materials seamlessly.
- Adaptable: Comfortable working in a dynamic, fast paced environment with a commitment to continuous learning and professional growth.

Required Experience

- Administrative Experience: Minimum of 2 years in an administrative or office management role, with a focus on task completion, document management, and organizational efficiency.
- Communication Skills: Proven ability to respond promptly and professionally to emails and messages, with strong verbal and written communication skills.
- Customer Service: Experience in handling external queries and complaints, providing excellent customer service, and resolving issues in a timely manner.
- Organizational Skills: Demonstrated ability to manage schedules, appointments, and office resources efficiently, with a track record of identifying and implementing process improvements.
- Technical Proficiency: Proficiency in MS Office and Google Workspace, with basic troubleshooting skills and experience in data management and database maintenance.
- Tradeshow Logistics: Experience coordinating tradeshows or events, including booking booths, arranging services, managing travel logistics, and overseeing the shipment of materials and products.

Required Education

- High School Diploma or equivalent.
- Postsecondary education in business administration, office management, or a related field (preferred but not required).
- Additional training or certification in event planning, logistics, or management is a plus.
- Proficiency in Microsoft Office Suite, Google Workspace, and other relevant office software.

Compensation

Hourly Rate: $20 – $23 per hour, based on experience.

Benefits

- Employee store discount
- Dental coverage
- Extended health care
- Vision coverage
- Life insurance
- Onsite parking

How to Apply

If you're organized, detail oriented, and excited about contributing to a growing and dynamic team, we want to hear from you! Please submit your resume and a cover letter outlining your relevant experience to [email protected] or apply online by clicking here. We can’t wait to meet you!

Job Types: Full-time, Permanent

Pay: $20.00-$23.00 per hour

Benefits:

- Dental care
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- Vision care

Education:

- Secondary School (required)

Experience:

- Administrative: 1 year (required)

Language:

- English (required)

Work Location: In person

📌 Office Assistant (Guildford)
🏢 BodyMods
📍 Guildford