Aurelius Fine Oils & Balsamics
Job Title: Operations & Admin Coordinator
Department: HQ
Reports to: Owner / AGM
Date: June 2026
Job Purpose
As the Operations & Admin Coordinator at Aurelius, you keep our administration organized and running well. You handle the details: invoicing, payroll, scheduling, vendor orders, and email, so the right things get done, accurately and on time.
This role sits close to the owner and requires a high level of trust and discretion. You’ll have access to sensitive systems and accounts, and we take that seriously.
This is a fast-moving environment. Priorities shift and things change quickly. You’ll need to be organized, good at figuring out what comes first, and comfortable working without a lot of hand-holding.
About 20% of your time supports the retail floor at Wellington when the team needs it. This is an in-person role at Wellington Street West, not remote.
Our Core Values
A – Authenticity & Integrity – We stay true to who we are, honest in our practices, and transparent in how we do business. We uphold strong moral principles and always do the right thing, even when no one is watching.
U – Unity – We’re in this together. We always speak to each other with respect and collaboration in mind. We succeed by lifting each other up and working as a team. There’s no room for drama—direct, respectful communication is how we roll.
R – Resilience – Challenges drive us forward. We don’t dwell on setbacks—we find solutions, adapt, and push through with a ‘let’s make it happen’ attitude, turning obstacles into progress.
E – Excellence – We don’t settle for ‘good enough.’ Excellence is reflected in our products, customer experience, and interactions—quality is our standard.
L – Local Commitment – We invest in Ottawa, collaborate with local businesses, and strengthen our community.
I – Iteration – We embrace iteration as a core mindset—constantly testing, refining, and improving. We push forward, never coasting, always seeking better ways to serve our customers and strengthen our team.
U – Unwavering Focus – We stay committed to our goals and purpose, maintaining clarity in execution and adaptability in challenges. Our focus ensures we consistently deliver excellence and meaningful results.
S – Service – We don’t just sell products; we deliver exceptional service. Every interaction builds trust, exceeds expectations, and strengthens our community.
Accountabilities
- Owner Communications & Scheduling: Managing the owner’s inbox, schedule, and open commitments so the right things get attention and nothing slips.
- Financial Administration: Invoices, payroll, and QuickBooks records handled accurately and on time.
- Vendor, Supplier & Client Management: Coordinating vendor orders, keeping supplier records organized, and managing corporate gifting and event inquiries from start to finish.
- Operational Organization: Google Drive and Basecamp kept clean, current, and organized so nothing gets buried.
- Retail Support (20%): On the floor at Wellington delivering the Aurelius WOW experience when the team needs coverage.
Responsibilities
For Owner Communications & Scheduling
- Manage the owner’s email, draft responses, flag what needs attention, and handle routine correspondence independently.
- Keep the owner’s schedule organized and follow up on open commitments in Basecamp.
For Financial Administration
- Pull hours from Google Sheets and process payroll in Wagepoint.
- Manage supplier invoicing in QuickBooks Online and flag anything that looks off.
For Vendor, Supplier & Client Management
- Place and track vendor orders, keep supplier records current, and assist with inventory in Shopify.
- Handle corporate gifting and event inquiries from first contact through booking, invoicing, and delivery. Clients include wealth managers, realtors, restaurants, and event organizers. Owner support available when needed.
- Source and purchase office supplies.
For Operational Organization
- Keep files and folders organized in Google Drive and all projects current in Basecamp.
- Build and maintain staff schedules with the store leads.
- Spot gaps in how things are being done and flag them.
For Retail Support
- Step onto the floor at Wellington and deliver the full customer experience when needed.
Required Knowledge, Skills, and Experience
- Experience in office administration, operations coordination, or something similar.
- Comfortable with invoicing, basic bookkeeping, and payroll inputs. QuickBooks Online and Wagepoint experience is a plus.
- Highly organized with a real ability to prioritize. You manage multiple things at once without dropping the ball.
- You take initiative. You figure things out and don’t wait around to be told what to do next.
- Strong written communication. You can write a professional email on someone else’s behalf without it needing a full rewrite.
- Calm under pressure and good with change. This is a small business and things move fast.
- Comfortable with Google Workspace and quick to pick up new tools: Basecamp, Shopify, Wagepoint, QuickBooks Online.
- A genuine interest in food and quality. You don’t need to be an expert, but it helps if you care about what we do.
- High integrity, low drama, and always looking to do things better. Skills matter, but character matters more.
Working Conditions
- In-person role based at Wellington Street West, Ottawa.
- Must be able to stand for retail floor shifts as required.
Confidentiality and Discretion
This role has access to the owner’s personal and business accounts, financial records, and private communications. Full confidentiality is expected at all times, inside and outside the company. That trust is the foundation of this role and we don’t take it lightly.
Pay: $23.00 per hour
Benefits:
- Extended health care
- On-site parking
- Store discount
Application question(s):
- Are you passionate about food, cooking, or specialty ingredients? Tell us a little about your relationship with food.
- Describe your admin or office coordination experience. What tools and systems have you worked with?
- Part of this role includes floor shifts as a tasting guide — working directly with customers and guiding them through the discovery of our products. We're a customer service-obsessed team. Tell us about a time you delivered genuinely great customer service, or how you feel about that side of the work.
Work Location: In person
