Office Manager
June 16, 2025 - December 15, 2025
- Job category : Administrative Support
Job Description
Nova Inc.
221 Victoria Street, Lower Level, Toronto, ON, M5B 1T8
The Office Manager plays a pivotal role in supporting the company management. This position involves key responsibilities such as sales pitching, project coordination, scheduling, and budget oversight. By liaising with clients, managing documentation, and ensuring smooth project execution, the Office Manager helps uphold the company’s reputation and values. Additionally, the role includes assisting with the oversight and reconciliation of high-value inventory, ensuring accurate recordkeeping and the secure handling of luxury goods. This position is essential to maintaining the company’s professional standards, operational efficiency, and trusted reputation in the jewelry wholesale industry.
We are currently searching for an experienced Office Manager
Working setting:
Job Duties:
The major responsibilities of this position include:
- Implement and review new administrative procedures
- Oversee and co-ordinate office administrative procedures
- Establish work priorities and ensure procedures are followed and deadlines are met
- Delegate work to office support staff
- Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
- Assist in the preparation of operation budget and maintain inventory and budgetary controls
- Assist marketing Department with schedule, budgets and content
- Support inventory control processes within the production department
- Plan and control budget and expenditures
- Assemble data and prepare periodic and special reports, manual and correspondence
- Perform data entry
- Handling large datasets without errors
- Experience with data validation and maintaining large spreadsheets with minimal supervision
- Safeguard confidential information with discretion and integrity
- Facilitate scheduling for delivery, production, templating, and installation activities
- Innovate and refine administrative systems to streamline company procedures
- Foster strong correspondence with clients and address their inquiries promptly
- Handle sensitive information in a confidential manner
- Resolve conflict situations
- Train staff
- Ability to maintain accurate inventory logs, manage digital records, and ensure traceability of luxury goods
- Ability to create and troubleshoot pivot tables, dynamic dashboards, and custom data validation rules.
- Establish and implement policies and procedures to meet CBSA (Canada Border Services Agency) and U.S. CBP (Customs and Border Protection) compliance requirements
- Ability to coordinate with customs brokers and freight forwardersto ensure timely clearance and delivery
Supervision:
1 to 2 people
Computer and technology Knowledge:
- Proficiency in Microsoft Office Suite, MS Windows, MAC OS
- Proficiency in Microsoft Excel, including advanced formulas such as
Index-match, arrayformulas, xlookup, iferror, dynamic named ranges, and complex nested logic.
- Experience using Gemtrack or similar inventory and sales management systems, with a strong focus on high-value item tracking and reconciliation
- Familiarity with shipping and customs software (e.g., FedEx Trade Manager, DHL, UPS) and international documentation procedures
- Skills in image and short-form video editing for social media using tools such as Canva, CapCut, or Adobe Express
- Experience in building and maintaining websites using Shopify or similar e-commerce/content management platforms (e.g., Wix, Squarespace, WordPress) to support product showcasing, B2B communications, or online sales initiatives
- Database software
- Comfortable with cloud storage and collaboration tools like OneDrive, SharePoint, and Google Drive
- Strong attention to digital file organization, backup procedures, and data security
Skills requirements:
- 2-3 years of work experience
- College diploma in business or public administration
- Strong client relationship management skills
- Willingness to assist other team members and work collaboratively
- Must demonstrate extreme attention to detail, with the ability to enter and verify large volumes of data with a high degree of accuracy and consistency
- Trustworthiness and discretion in handling sensitive or confidential information
- Strong organizational skills and attention to detail in handling high-value merchandise
- Understanding of international shipping procedures and customs documentation.
- Previous experience in a jewelry or luxury goods business is an asset
- · Experience in marketing at an agency or equivalent level—including content planning, campaign development, client communication, and creative direction, especially within the luxury goods or retail sector—would be considered a valuable asset.
- Knowledge of CBSA (Canada Border Services Agency) and U.S. CBP (Customs and Border Protection) compliance requirements
- · Knowledge of customs brokers and freight forwarders compliance requirements
Terms of employment:
Permanent Position from 40 hours per week
Language of work:
English
Salary:
CAD$ 34.70 per hour
Location of work:
221 Victoria Street, Lower Level, Toronto, ON, M5B 1V4
Hours of work:
From Monday to Friday
Available on-site from 10:00 am to 6:00 pm and as requested.
Flexibility required for meetings or emergency calls outside of regular hours.
Attendance at company meetings with project status reports is mandatory.
Contact Information:
Email: novaincapplyjobs@outlook.com
As an equal opportunity employer Nova Inc.is proud to welcome all qualified individuals including but not limited to vulnerable youth, persons with disabilities, indigenous persons, newcomers and asylum seekers with valid work permits.
Anyone who can legally work in Canada can apply for this job. If you are not authorized to work in Canada, please do not apply for this job application.
