Job purpose
The Operations Coordinator manages daily administrative and logistical operations, partnering closely with customer service, warehouse personnel, and management to ensure seamless operational flow.

Key responsibilities

• Process customer orders, including preparation and review of invoices, packing lists, delivery documents and shipping instructions.

• Coordinate priorities and required completion times with the warehouse team.
• Verify that shipment documentation agrees with the order and the goods prepared for dispatch.
• Provide timely shipment and delivery-status information to relevant employees and customers, using approved communication protocols.
• Assist with order coordination between customers, operations and the warehouse.
• Process the receiving of inventory into stock for indent orders.
• Coordinate and arrange routine shipments, including parcel, LTL, FTL and containerized export shipments under established procedures and agreed service requirements.
• Gather, prepare and verify ERP & commercial invoices align, packing lists, Shipper’s Letters of Instruction (SLI), bills of lading, cargo details and other required shipping documents.
• Escalate delays, failed pickups or service issues.
• Ensure hazardous-material shipments and AES filings comply with company procedures and all applicable regulatory requirements.
• Maintain and file accurate shipment records by customer and promptly escalate delays, documentation issues, customs requirements or other exceptions.
• Maintain inventory levels for office and warehouse supplies and equipment.
• Collect, review and distribute incoming mail.
• Deposit checks with remote banking system software.
• Process invoices for payment.
• Maintain fleet data to include, insurance, registration, title, and service records.
• Liaise with property management company.
• Assist HR with onboarding of new employees.
• Coordinate and maintain digital filing systems for all operational documentation.
• Perform other related duties assigned by management.

Education and experience

• Associate degree, bachelor's degree or relevant post-secondary qualification in Logistics, Supply Chain Management, Business Administration, Operations or a related field; equivalent relevant experience may be considered.
• Up to two years of experience in logistics, order processing, receiving, customer service, warehousing administration or a comparable operational role is preferred; strong entry-level candidates may be considered.
• Basic understanding of purchase orders, invoices, packing lists and shipping or receiving documents is preferred.
• Working knowledge of Microsoft Office, particularly Excel; experience with an ERP or logistics system is an advantage.
• A willingness to complete hazardous-material, export-compliance or other job-related training as required.

• Accuracy and attention to detail - Carefully checks quantities, item numbers, dates, addresses and supporting documents before completing transactions.
• Organization - Manages multiple shipments, receiving tasks, documents and follow-ups without losing visibility of outstanding actions.
• Communication - Provides clear, professional and timely updates to the warehouse, Operations, carriers, suppliers and customers.
• Ownership and follow-through - Takes responsibility for assigned work, follows issues to resolution and escalates when needed.
• Teamwork - Works constructively with the warehouse and office teams and understands that system information must reflect physical operations.
• Customer focus - Understands the importance of accurate, timely logistics execution to customer service.
• Dependability and integrity - Maintains confidentiality, follows controls and can be relied upon to complete assigned responsibilities.
• Technology mindset - Uses systems and company digital tools confidently and looks for responsible ways to improve routine work.

Working conditions

• Office and warehouse environment with active daily interactions with warehouse staff.
• Occasional outdoor exposure when coordinating pickups, deliveries or warehouse activities.
• May occasionally need to respond to time-sensitive shipment or receiving issues outside normal routines.
• Physical demand: Must be able to walk, stand and occasionally lift up to 25-45 lbs

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