Customer Service & Operations Coordinator
Customer service | Inventory coordination | Office administration
Location: Mississauga, Ontario
Reports to: General Manager
About Rex Doors & Trim
Rex Doors & Trim has served the GTA for more than 60 years. We have built our business by helping contractors, builders and homeowners solve problems, navigate millwork decisions and complete their projects. We are grateful for our customers and exist to help them.
Position Summary
The Customer Service & Operations Coordinator is a key connection point between our customers, sales counter, office, purchasing and warehouse teams. This person provides responsive customer service while keeping the administrative and inventory processes behind each order accurate, current and organized.
This is a practical, hands-on role for someone who is comfortable moving between customer conversations, pricing and order support, transaction posting, inventory receiving, phones, filing and daily operational follow-through.
ROLE FOCUS The workday is shared between customer-facing service and back-office administration, inventory receiving and operational support. Priorities will shift with customer demand and daily business needs.
Key ResponsibilitiesCustomer Service & Counter Operations
- Greet and assist customers at the service counter, respond promptly to phone and email inquiries and keep the customer-facing area organized.
- Provide clear product information, pricing and practical guidance on trim, doors, hardware and related building materials.
- Prepare quotes, enter sales orders and confirm that customer, product, quantity, price and delivery details are accurate.
- Support customers with product selection, suitable alternatives and special-order requirements.
- Follow up on open quotes, customer questions, order status and outstanding service issues.
- Process returns, credits and adjustments in accordance with company procedures and approval limits.
Inventory Receiving & Control
- Receive inventory and purchase orders accurately in the company system using approved receiving documentation.
- Verify product, quantity and visible condition against purchase orders, packing slips and supplier paperwork.
- Identify and report shortages, overages, damages, substitutions and other receiving discrepancies promptly.
- Coordinate with purchasing and warehouse staff so received products are labelled, documented and moved to the correct location.
- Monitor stock levels, communicate low-stock items and assist with cycle counts and investigation of inventory discrepancies.
- Maintain complete and organized receiving records for reference and reconciliation.
Back-Office Administration & Transaction Processing
- Post customer receipts and payments accurately and ensure supporting documentation is complete.
- Answer and direct incoming calls, take clear messages and ensure inquiries reach the appropriate team member.
- Maintain accurate customer, order, purchasing and inventory records in the company system.
- File and organize sales, receiving, payment and general office documents so information can be retrieved quickly.
- Review daily paperwork for missing information, follow up to resolve gaps and support general office administration as assigned.
Order Coordination & Internal Support
- Coordinate with purchasing, warehouse, production and delivery teams to support complete and on-time order fulfilment.
- Communicate realistic order status, backorder information and delivery timelines to customers.
- Track special orders and backorders and follow through until the next action or resolution is clear.
- Escalate customer, inventory or transaction issues early when they require management, purchasing or accounting support.
What Success Looks Like
- Customers receive prompt, helpful and professional service across the counter, phone and email.
- Quotes, orders, receipts and inventory transactions are entered accurately and completed on time.
- Receiving discrepancies, backorders and customer concerns are identified early and followed through to resolution.
- Inventory and administrative records remain current and organized while the employee shifts comfortably between customer-facing and back-office priorities.
Key Success Traits
- Customer-first mindset and a genuine willingness to help.
- Accuracy, organization and strong attention to detail.
- Sense of urgency, ownership and dependable follow-through.
- Calm, practical problem-solving in a fast-paced environment.
- Team-oriented communication and comfort learning products, systems and procedures.
Qualifications
- Two or more years of experience in customer service, inside sales, office administration, inventory receiving or a similar coordination role.
- Skilled in Microsoft suite of tools (Excel, Word etc.)
- Ability to confidently manage and run our Instagram, and social media sites.
- Experience in building materials, millwork, trim, doors, hardware or construction-related distribution is an asset.
- Strong verbal and written communication skills, including professional phone and email service.
- Comfort using order-entry, point-of-sale or ERP systems, along with email and standard office software.
- Strong basic math skills and confidence working with prices, quantities, receipts and inventory records.
- Ability to manage interruptions and changing priorities while maintaining accuracy and sound judgement.
Pay: $42,000.00-$52,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Flexible schedule
- On-site parking
- Store discount
- Vision care
Work Location: In person
