About Us
Westpro Contract Services Ltd. is a subsidiary of Westpro Machinery Inc., a leading Canadian manufacturer of mineral processing equipment. With over 37 years of experience and equipment installed in more than 20 countries, Westpro is trusted across the global mining industry for its innovation, quality, and performance.
We are currently looking for a Logistics and Office Coordinator to join our growing team in Puslinch, ON.
Logistics and Office Coordinator
Westpro Machinery Inc. (WMI) / Westpro Contract Services Ltd. (WCSL)
Location: Puslinch, Ontario
Reports to: Kirk Mckay, Plant Manager
Employment type: Full-time, on-site
Language requirement: Bilingual — English and Spanish
Position Summary
The Logistics and Office Coordinator manages the end-to-end movement of goods into and out of Canada for both Westpro entities — customs and international trade documentation, and freight coordination for oversize and capital equipment loads — alongside day-to-day office and facility administration across both buildings.
This is a highly cross-functional position, working daily with procurement, sales, engineering, and shop floor supervision internally, and with international freight forwarders and Canadian and foreign customs brokers externally.
Key Responsibilities
● Coordinate the full Canadian import process with international freight forwarders and customs brokers — reviewing and amending documentation, ensuring correct HS codes and material descriptions, monitoring CBSA/X-ray examinations at port, and arranging onward delivery by rail or road.
● Liaise with bonded warehouses on payment release and free storage days to ensure shipments clear within free time and avoid storage charges.
● Prepare export documentation and Canadian Export Declarations for spare parts and capital equipment orders, coordinating daily with forwarders on descriptions, HS codes, mode of transport, specialized trailers, and pickups.
● Prepare advance client-specific documentation for Central American and South American customers — part specifications, preliminary proforma invoices, Letter of Credit support, and border-required paperwork — with daily forwarder and broker communication in Spanish and English.
● Prepare all shipping documentation and coordinate freight with customers and forwarders, including specialized trailers and escorts for oversize loads.
● Prepare shipping quotes for domestic and international customers across spare parts and capital jobs, covering ocean and highway bookings, fumigation, transshipment, and transit times; monitor port congestion and border issues and track shipments through to site arrival.
● Coordinate local full truckload (FTL) shipments for WCSL, including specialized equipment and escorts where required.
● Coordinate annual equipment certifications across both buildings — cranes, forklifts, lifting devices, fire equipment, racking, HVAC, compressors, and welding calibration — including vendor scheduling, post-inspection repairs, and certificate tracking.
● Conduct monthly building inspections for both facilities and maintain the annual building maintenance report.
● Order supplies and manage inventory of janitorial, shipping, and office items.
● Prepare employee letters as required, including employment verification and reference letters.
● Plan and coordinate company events in Ontario.
● Provide document translation as required, and perform other duties as assigned.
QualificationsRequired
● Three or more years of experience in import/export documentation, customs compliance, or freight coordination in a manufacturing or industrial environment.
● Working knowledge of Canadian customs procedures, HS classification, export declarations (CERS), certificates of origin, and Incoterms.
● Fluency in Spanish and English, written and spoken — required for daily communication with Latin American clients, forwarders, and brokers.
● Experience coordinating oversize and specialized freight (flatbed, step deck, escorts, project cargo).
● Strong administrative and vendor-coordination skills, with experience managing service schedules, inventories, or facility upkeep.
● Proficiency with Microsoft Office and comfort working in an ERP environment.
● Highly organized and deadline-driven, with the ability to manage competing priorities across two business units.
Preferred
● CIFFA, CCS (Certified Customs Specialist), or CTCS designation.
● Experience with Letters of Credit and documentary collections.
● Familiarity with capital equipment manufacturing and heavy fabrication environments.
Working Conditions
● On-site role with occasional presence on the shop floor requiring PPE.
● Occasional extended hours to accommodate international time zones, border issues, or shipment deadlines.
Why Join Westpro?
- Competitive salary based on experience
- Health and benefits package
- Paid vacation
- Stable, full-time position with growth opportunities
- Monday–Friday day shift (7:00 AM – 3:30 PM)
- Be part of a highly experienced and respected team in a global manufacturing company
Apply now to build a rewarding career in heavy equipment manufacturing with Westpro Contract Services Ltd.
Job Types: Full-time, Permanent
Pay: $60,000.00-$70,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
Work Location: In person
