Administrative Operations Coordinator
22 hours ago
Las Vegas
Job Description Please Read Before Applying. There is a secret phrase inside this job posting. You must type the phrase in the notes section of your application. I will not review your resume if the phrase is missing. I am taking the time to clearly explain what we need, so I am looking for applicants who will also take the time to carefully read the entire posting and make sure this is the right fit for both of us. Please do not apply if you do not have customer service experience or are uncomfortable speaking with customers by phone, email, social media, and in person. illumino® is looking for a friendly, organized, dependable, and tech-savvy person to join our team as a full-time Administrative & E-Commerce Coordinator. This is not a position where you will do the same task every day. We are a growing beauty technology and education company, so you will wear several hats and help with customer service, administrative work, Shopify, shipping, inventory, training programs, marketing, light graphic design, events, and trade shows. You should be comfortable working in a small business where priorities can change and everyone helps where needed. This position is best for someone who wants a long-term opportunity and is interested in eventually growing into an Operations Manager role. We are looking for someone who: • Has strong people and customer service skills., • Is friendly, professional, and comfortable talking to customers., • Is highly organized and pays attention to details., • Takes initiative instead of waiting to be told every small step., • Can manage several projects without losing track of deadlines., • Communicates clearly and follows through., • Is comfortable with technology and learning new software., • Has hands-on Shopify experience., • Has basic graphic design or image-editing skills, and yes even Canva counts., • Can work independently while still being part of a team., • Is dependable, adaptable, and interested in growing with the company. What You Will Help With Administrative and Executive Support • Assist the CEO with scheduling, correspondence, reminders, meetings, projects, and travel arrangements., • Draft, proofread, edit, and format emails, documents, presentations, reports, and training materials., • Track projects, deadlines, and follow-up items., • Communicate professionally with customers, students, vendors, contractors, trainers, and business partners., • Help organize regulatory, licensing, patent, training, and company documents., • Maintain digital and physical filing systems., • Handle confidential information responsibly. Customer Service • Respond to customers by phone, email, website messages, social media, and in person., • Help customers with products, orders, subscriptions, shipping questions, returns, and exchanges., • Assist students with training registration, scheduling, paperwork, and online course access., • Follow up with customers, students, and potential leads., • Learn our products and training programs well enough to provide accurate information., • Help resolve customer concerns in a professional and respectful way. Again, please do not apply if you do not have customer service experience. Shopify and E-Commerce • Maintain and update our Shopify website., • Add and edit products, collections, pages, menus, discounts, and promotional content., • Upload product images, descriptions, prices, variants, tags, and basic SEO information., • Review the website for spelling errors, outdated information, broken links, and formatting issues., • Publish blog posts, announcements, training dates, and promotional updates., • Assist with Shopify orders, customer accounts, subscriptions, loyalty programs, and installed apps., • Test website updates before publishing them., • Coordinate with website contractors when troubleshooting or larger updates are needed., • Help improve the customer’s online shopping experience. We are looking for someone with real Shopify experience—not someone who has only placed an order through a Shopify website. Light Graphic Design and Marketing Support • Create and edit simple graphics using Canva, Adobe, or similar programs., • Resize and format images for the website, social media, email, presentations, and printed materials., • Make basic edits to product photos, flyers, signs, handouts, and promotional graphics., • Help organize photos, videos, logos, templates, and other digital files., • Assist with social media content, captions, scheduling, comments, and messages., • Help with promotions, product launches, email campaigns, and announcements., • Review all content for spelling, accuracy, and brand consistency before publishing. Shipping, Inventory, and Fulfillment • Package and process domestic and international orders., • Create shipping labels and track packages., • Assist with delayed, damaged, lost, or incorrect orders., • Process returns, exchanges, and replacements., • Receive and organize incoming inventory., • Perform inventory counts and monitor stock levels., • Keep shipping supplies and products organized., • Lift and move boxes, supplies, and equipment weighing up to 35 pounds. Training and Event Support • Help prepare training rooms, student kits, supplies, forms, and educational materials., • Assist with student scheduling, registration, records, and certification tracking., • Help plan and organize trainings, events, and trade shows., • Prepare displays, signs, products, promotional items, and event materials., • Travel to industry events when needed., • Assist with trade show booth setup, breakdown, customer engagement, and product education., • Help inventory and organize everything after events. Office and Operations Support • Help keep the office, showroom, warehouse, training rooms, shipping area, and common spaces organized., • Maintain spreadsheets, databases, reports, checklists, and records., • Monitor office supplies, shipping materials, and equipment., • Help improve systems, workflows, and procedures., • Assist with facility appointments, maintenance needs, and general office projects., • Be willing to help with other reasonable duties as the company grows. Required Qualifications • At least four years of customer service experience., • Strong interpersonal and communication skills., • Experience handling customer concerns professionally., • Administrative, executive assistant, office, operations, or project-coordination experience., • Hands-on Shopify experience., • Ability to add and update Shopify products, pages, images, pricing, descriptions, and collections., • Basic graphic design or image-editing skills., • Experience with Canva, Adobe, or a similar platform., • Strong spelling, grammar, proofreading, and document-formatting skills., • Experience using Microsoft Office and Google Workspace., • Strong organization and time-management skills., • Ability to work independently and follow written instructions., • Ability to protect confidential business information., • Willingness to work occasional weekends and travel when needed., • Ability to lift up to 35 pounds. Experience with any of the following is helpful, willing to train the right person: • E-commerce, • Beauty, cosmetics, salons, education, or product-based businesses, • Shipping and packing orders, • Shopify subscriptions & loyalty apps, • Inventory management, • Training programs, events, and trade shows, • Type “Las Vegas is hot” in the notes section of your application., • Email marketing, • Product photography, • Basic video editing, • SEO, • Adobe There is growth opportunity! We are looking for someone who wants more than a "temporary job". As you learn the company, take ownership of your responsibilities, demonstrate good judgment, and show that you can manage projects and daily operations, this position may grow into an Operations Manager role. Advancement is not automatic. It will be based on performance, reliability, attendance, leadership, business needs, and your ability to independently manage responsibilities. How to Apply Please submit: • Your resume., • A description of the specific tasks you have completed in Shopify., • Examples of graphics, photographs, product pages, websites, social media content, or other relevant work., • Don't forget to include the secret phrase in the notes section when applying. Thanks for reading the full job description, if you like learning and working in a fast-paced office environment then this one is perfect for you! Company DescriptionWe are an innovative and customer-centric eyelash extension company and the CEO has been in the beauty industry for over 20 years. Our company is driven by innovation, education, health-forward beauty solutions, and a commitment to raising industry standards. Led by an award-winning CEO with more than 20 years of experience in the beauty industry, illumino® offers a unique opportunity to work directly alongside an entrepreneur, inventor, educator, and international speaker.We are an innovative and customer-centric eyelash extension company and the CEO has been in the beauty industry for over 20 years. Our company is driven by innovation, education, health-forward beauty solutions, and a commitment to raising industry standards. Led by an award-winning CEO with more than 20 years of experience in the beauty industry, illumino® offers a unique opportunity to work directly alongside an entrepreneur, inventor, educator, and international speaker.