LOGISTICS AND SHIPPING COORDINATOR
ABOUT
Reporting to the General Manager, with dotted-line collaboration with the Operations Coordinator and Sales & Technical Coordinator, the Logistics and Shipping Coordinator manages the complete order-processing cycle, from invoicing through final shipment, together with inventory control.
The role connects commercial operations, production and shipping to ensure orders are accurate, properly documented and shipped on time. The coordinator also maintains alignment between physical inventory, ERP records and website inventory.
MAIN RESPONSIBILITIES
ORDER PROCESSING AND DOCUMENTATION
- Process order cancellations, refunds and invoice changes in coordination with the sales team.
- Review invoices for accuracy before they are issued.
- Correct products, quantities, prices, payment terms and other invoice information when authorized.
- Maintain complete and organized order records in the ERP and CRM systems.
- Archive photographs of shipped orders for traceability, documentation and potential dispute resolution.
INVENTORY MANAGEMENT AND ERP ACCURACY
- Maintain accurate inventory records for production materials, finished antennas, custom products and new items.
- Ensure that physical inventory matches the quantities recorded in the ERP system.
- Maintain alignment between inventory in the ERP system and inventory displayed on the company website.
- Record shipping, receiving, transfers and inventory adjustments in real time.
- Maintain item, bin and location accuracy.
- Perform regular cycle counts and investigate inventory variances.
- Monitor website-to-ERP synchronization and promptly escalate errors.
- Maintain accurate item information, including package sizes, weights, HS codes and dimensions.
REPLENISHMENT AND PURCHASE REQUESTS
- Analyze inventory levels and identify material and component replenishment requirements.
- Prepare detailed replenishment lists and submit them to the Buyer.
- Track expected delivery dates and coordinate with the Buyer to prevent stock shortages.
- Maintain adequate supplies for shipping operations, including boxes, packaging materials, tape, labels and protective materials.
RECEIVING AND VERIFICATION OF GOODS
- Receive merchandise and inspect deliveries against purchase orders, supplier invoices and packing slips.
- Identify and report quantity differences, damage, missing items or other non-conformities.
- Document discrepancies with photographs when appropriate.
- Coordinate with the Buyer and suppliers to resolve delivery issues.
- Record received goods in the ERP system and update inventory in real time.
SHIPPING PREPARATION AND COORDINATION
- Coordinate the daily preparation, packaging, labeling and staging of customer orders.
- Verify that orders are complete and properly documented before shipment.
- Coordinate carrier schedules, daily pickups and established cutoff times.
- Ensure packages include the correct shipping labels, packing slips and customs documents.
- Maintain HS codes, country-of-origin information and CUSMA/USMCA documentation where applicable.
- Perform final visual and package checks to confirm products meet established standards and order contents match the documentation.
CUSTOMER SUPPORT AND COMMUNICATION
- Coordinate with the Sales & Technical Coordinator regarding customer questions, order status and shipping timelines.
- Proactively communicate delivery timelines and shipping updates.
- Coordinate order changes and cancellations with the sales team.
- Process returns and coordinate replacements or refunds according to established policies.
- Follow up promptly on shipment problems, delays and customer questions.
- Contact occasional or transactional customers directly when authorized.
- Route strategic-account questions and communications through the Sales & Technical Coordinator.
INTER-TEAM COORDINATION
- Maintain alignment with the Sales & Technical Coordinator on commercial and logistics priorities.
- Work with the Operations Coordinator and production team to anticipate product availability and shipping requirements.
- Participate in coordination meetings involving sales, production and shipping.
CONTINUOUS IMPROVEMENT AND REPORTING
- Identify inefficiencies in shipping, inventory and order-processing activities.
- Propose practical improvements to reduce processing times and errors.
- Maintain shipping and pre-shipment verification procedures.
- Provide weekly reports on order status, completed shipments, delays and issues.
- Track key performance indicators related to shipping, inventory and customer satisfaction.
- Immediately escalate quality issues, delays or material shortages that could affect customers.
REQUIRED SKILLS
TECHNICAL SKILLS
- Proficiency with ERP, CRM, Excel and order-management systems.
- Knowledge of shipping, logistics and inventory-management processes.
- Ability to use invoicing and order-processing systems.
- Knowledge of carriers, shipping methods and common shipping documentation.
- Strong attention to detail and commitment to maintaining accurate records.
PERSONAL SKILLS
- Strong organizational skills and ability to manage several priorities simultaneously.
- Ability to meet deadlines in a fast-paced environment.
- Customer-oriented approach and effective problem-solving skills.
- Autonomy, initiative and ability to work effectively as part of a team.
- Flexibility and ability to adapt to changing priorities.
- Positive and professional attitude in internal and customer interactions.
LANGUAGES
- Excellent written and verbal communication skills in French and English.
EXPERIENCE WANTED
- One to three years of experience in shipping, logistics, order coordination or customer service.
- Experience in a B2B or manufacturing environment is an asset.
- Experience using ERP, CRM or inventory-management systems.
SUCCESS INDICATORS
OPERATIONAL EFFICIENCY
- On-time shipment rate of at least 95%.
- Invoice and shipping-document accuracy above 98%.
- Continuous reduction in order-processing time.
QUALITY AND ACCURACY
- Physical-to-system inventory accuracy above 98%.
- Pre-shipment compliance rate above 99%.
- Reduction in shipping errors and returns caused by non-conformance.
CUSTOMER SATISFACTION
- Order issues resolved within 24 hours where reasonably possible.
- Positive customer feedback regarding packaging quality and shipping speed.
- Proactive and transparent customer communication.
CONTINUOUS IMPROVEMENT
- Implementation of at least one process improvement per quarter.
- Positive feedback from internal sales, production and operations teams.
ADDITIONAL INFORMATION
COMPENSATION AND BENEFITS
- Starting wage: $30+ per hour.
- Eligible employees may participate in the company benefits program after completing 90 days of employment, subject to the terms of the applicable plans.
- Additional workplace benefits include casual dress, company events and on-site parking.
WORK ENVIRONMENT
- Predictable on-site work in a clean, climate-controlled indoor production and shipping environment.
- The position combines computer-based order and inventory administration with hands-on activities in the receiving, inventory and shipping areas.
- The work is performed indoors and is not regularly exposed to harsh weather or the conditions associated with heavy-industrial work.
Job Type: Full-time
Pay: From $30.00 per hour
Work Location: In person
