Harmonic Arts is a fast-growing, family-run plant medicine company located on Vancouver Island, BC. Since 2008, Harmonic Arts has been passionately providing high-quality, organic herbal products that better the health, vitality, and harmony of our community. We aim to make herbalism enriching and approachable while inspiring reverence for nature and its innate healing abilities. We are committed to supporting the health of people and the planet and social responsibility is at the heart of what we do.
We are looking for an amazing individual with the shared vision to grow, collaborate, and be inspired in the full-time position of Customer Service Administrator.
Our Core Values
- Continuous Improvement– We seek to improve ourselves and Harmonic Arts every day. Progress over perfection.
- Listen to Understand– We engage with the aim of true understanding, appreciation, and respect of where others are coming from.
- Heart of the Matter– We find and address the core: issue, reason, or purpose.
- Lean-in– We trust, connect, and participate fully.
- Sustainable Action– We choose actions that are sustainable for us, for Harmonic Arts, and for the planet.
The Role
The Customer Service Administrator, reporting to the Inside Sales Customer Service Manager, efficiently manages data-entry tasks while providing precise and attentive responses to customer inquiries. This role requires a highly organized individual adept at computer systems, with superior multitasking abilities, clear communication skills, and a dedication to accuracy.
Duties & Responsibilities
• Manage inbound and outbound communication with all customers (B2B and B2C) as required via phone/email inquiries/live chat, for account support.
• Provide exceptional customer care, identify and assess customers’ needs to achieve high satisfaction.
• Build trusting customer relationships through communication and assisting customers with product choice and order processing.
• Enter orders, process credits, update account details in our systems, maintain reports, and other data entry tasks as required.
• Collaborate with finance to ensure customer returns are processed and communicated effectively.
• Work closely with our Sales Support Coordinator to support wholesale sales team with specific requests such as: invoices, tracking shipments, mis-ships, damaged products, credit card payments, updating account information, reviewing WS applications, and any other support as required.
• Create and update customer service standard operating procedures.
• Data administration duties using systems such as EDI and ERP to support our order entry, credits, invoicing, and sale.
• Provide customer service support for identified wholesale accounts in the Inside Sales rep retail book.
• Implementing canned responses, AI training/testing and adding workflows into relevant software systems.
• Provide customer service support for new wholesale accounts with no representative.
Qualifications & Skills
• Minimum 1 year experience in an administrative role or customer service role.
• Proven customer support experience or experience as a Client Service Representative.
• Positive and effective communication, time management, and superior organizational skills.
• Computer literacy in MS365 (Outlook, Word, Excel, OneDrive/SharePoint).
• Must be highly adept and unafraid to learn at computer systems and technologies such as new software and databases.
• Experience working in an ERP and/or CRM is an asset.
• Experience using a live chat program is an asset.
• Experience in Gorgias and Loop Returns is an asset.
• Experience in the CPG or natural health industry is an asset.
• Bilingual: French/English is an asset.
• Can multitask and work well in a fast-paced environment.
• Ability to build trusting relationships through clear communication.
• Ability to adapt/respond to different types of personalities.
• Excellent collaborative teamwork skills.
• Use active listening skills to provide appropriate solutions both internally and externally.
• Willingness to continuously learn new skills and take on new tasks.
• Hardworking, respectful, and motivated to contribute each day.
Job type & Location
Permanent, Full-time, Remote
Schedule
Monday – Friday, 8:30-4:30 PST/PDT
Only candidates able to work within these hours will be considered.
Compensation
$41,000-$50,000 per year.
Benefits
- Employee and Family Assistance Program
- Health Spending Account
- Paid time off
- Store discount
- Work from home
Apply Now
Harmonic Arts is dedicated to encouraging and promoting a supportive, diverse, and inclusive culture to eliminate discrimination throughout the entire workforce. Our aim is to ensure all employees and job applicants are given equal opportunity and that our organization is representative of all sections of society. Interested candidates are welcome to apply.
Please tell us why you’d be a great fit by submitting both a cover letter and resume.
