Receiving and Operations Coordinator

This is an opportunity to be a key member of an established and growing manufacturer of fine-design products. You will be the point of contact for the management team within the manufacturing division of our vertically integrated company in our Mississauga facility.

The Office/Operations Coordinator is a role that involves office management, basic human resources and inventory/receiving responsibilities. The ideal candidate will be a self-starter who is just as comfortable working autonomously as with a team. This candidate should have a high level of discretion and confidentiality and offer new ideas and initiatives.

We seek an individual who knows how to embrace and maintain high-quality delivery while inspiring people to achieve their best.

Core purpose

To delight our customers by providing products of exceptional quality and a buying experience of unexpected ease while maintaining a manufacturing facility that operates efficiently, safely and with a positive workplace culture. The ultimate goal of each team member is to contribute to the delight and satisfaction of our customers.

Our aim, truly, is to make our customers happy. Every operation is developed and maintained with our customer’s experience at its core.

Responsibilities

The various aspects of this role are interrelated and must be embraced holistically to achieve success. The Office/Operations Coordinator’s role is inextricably linked to the team’s performance and, therefore, the organization. The office manager component of this position is responsible for overall office activities.

This role is also responsible for acting as the point of contact for HR-related queries in the following HR functional areas: employee relations, orientation, policy implementation, and compliance.

The receiver/inventory is responsible for all incoming shipments and related activities.

Quality – the product and our customer’s experience

The entire premise of our company is that we achieve an unexpectedly high level of design & manufacture quality, transacted in a surprisingly simple process. This spans every facet of the company: our products, presentation, ethics and interactions.

The Office/Operations Coordinator is the champion for quality as it manifests in every facet of facility

  • administration and people’s happiness. This includes:
  • our facility
  • our team
  • our social and business interactions with clients, suppliers and members of other departments
  • our working atmosphere and culture
  • our workflow and practices

Quality is defined by how our decisions impact the following in priority order:

  • customers
  • co-workers
  • stakeholders and community
  • cost

The key to maintaining quality is to nurture a culture of continual improvement where each team member is a participant and has ownership of the process. This means encouraging feedback and acting upon it.

Workflow – how we deliver our promise

From the operational perspective, effectively managing the flow of work is vital to maintaining the quality of customer experience and keeping it consistent and predictable. Our decisions must be made based on empirical data and methodological expertise.

Our workflow relies on planning, procedure, communication and organization:

  • Planning to align expectations
  • Procedures underpin consistent, precise and thorough work
  • Communication ensures that the right people know what they need to know when they need to know it, and we avoid surprises.
  • Organization supports predictability, clarity, efficiency and continuity.

Efficiency – how we maintain the business organism

This refers to the efficient use of human and material resources and the continual reduction of errors.

  • Efficiency is embedded in the way we work through training and fostering a culture of continual improvement.
  • This only occasionally means working faster. It usually means working smarter and more systematically.
  • The organization and cleanliness of the workspace and the flow of work are vital to operational efficiency.

You are encouraged to make decisions and act independently within the framework of the above guidelines and in keeping with our benchmarks:

  • We provide extraordinary customer service.
  • Our products and their presentation surprise and delight with their unexpected level of quality and thoughtfulness
  • We treat our coworkers with respect due to our peers
  • We keep our workplace clean, organized, efficient and safe
  • We continually strive to do less harm to our environment and the world

Work Activities:

Administrative

  • Assisting in developing and implementing office policies by setting up procedures and standards to guide the operation of the office and maintain efficiency.
  • Oversee compliance with office policies and procedures.
  • Assisting in establishing, maintaining and improving operational systems and ensuring compliance
  • Supervise and coordinate overall office and administrative activities.
  • Manage day-to-day office administration duties, including reception and other administrative staff.
  • Ensure filing systems are maintained and current.
  • Ensure the security, integrity and confidentiality of data.
  • Supervises the maintenance and alteration of office areas and equipment.
  • Implementing and practising preventative maintenance• Recommend and implement new approaches, policies and procedures to effect continual improvements inefficiency of the departments and services performed.
  • Counsel with management regarding performance reviews, personnel issues, benefits, wages, events etc.
  • Assists with inventory control and IT systems.
  • Assist and be a point of contact with insurance, landlord etc.
  • Manages and sorts incoming and outgoing mail, where relevant.
  • Assists in preparing and executing bank deposits.
  • Assist in developing a budget for office supplies and oversee to ensure budget limits are maintained.
  • Scan the production staff schedule before the end of shift.
  • Work collaboratively with management teams.
  • Print work orders weekly from the project management tool to check data accuracy compared to the quotations.
  • Pack and ship small orders like samples parts, and warranties.
  • Other duties as assigned.

Facility

  • Supporting an environment of shared excellence
  • Responsible for ensuring all office spaces, lunch areas and washrooms are efficiently maintained and clean.
    • Coordinate building maintenance, e.g. general repairs/handyman maintenance etc. – make arrangements for quotes, repairs, monitoring external workers, reps visiting the company etc.
  • Managing office supplies and inventory
    • Ordering and keeping inventory of office supplies and parts
    • Ensure all office, lunch and washroom consumables are replenished on time.
    • Coordinates with all office, lunch and washroom suppliers, vendors and service providers
  • Point person for the landlord-tenant communication.

Receiving

  • Ensuring accuracy in the receipt of goods and products. Reconciling incoming freight.
    • Verify that quantities on the Purchase Order match invoices or receiving slips.
    • Communication between internal departments as well as various vendors
    • Notify the QC Lead of any quality and quantity discrepancies on products received
    • Notify the purchasing and accounting team of any quantity discrepancies on products received
    • Complete all tasks and processes associated with receiving inbound shipments.
  • Be the first line for quality control of goods being received
    • Thoroughly check the condition of shipments on arrival.
    • Notify the QC Lead of any quality and quantity discrepancies on products received
  • Entering goods received into the relevant ERP/inventory software
    • Inventory and materials are tracked, managed, and discrepancies reported
  • May require training and operation of a manual pallet jack, electric pallet jack, and/or forklifts.
  • Fill out labels or hold tags scheduled to be shipped out.
  • Ensure that the received shipment is placed in its designated location.
  • Identify products that need to be replenished.

HR

  • Assists in supporting and coordinating effective new employee onboarding
  • Assists in coordinating employee training and development activities.
  • Assists in developing and implementing the employee handbook and personnel policies and procedures in conjunction with senior management.
  • Communicating HR policies to employees, where required.
  • Assisting with handling employee inquiries and complaints.
  • Health & Safety – Ensure implementation of company philosophy regarding the health & safety of all employees and act as a safety champion; Ensure compliance with all safety legislation and policies
  • Ensuring that health and safety guidelines are followed
  • Continually striving to improve the workplace in the following areas:
    • Order and organization
    • Health and cleanliness

Qualification

  • A Bachelor’s degree or Certificate in a related field – Business/HR
  • Minimum 3 years of combined office management and human resource management experience and procedures
  • A basic understanding of human resources practices and procedures is necessary, and working toward CHRP is preferred.
  • Two professional references are mandatory
  • Excellent written and verbal communication skills
  • Above-average analytical and assessment skills
  • Demonstrated ability to collaborate cross-functionally and coordinate efforts around process improvement
  • Effective interpersonal skills for building relationships with team members at all levels
  • Demonstrated organization skills and proven attention to detail/accuracy
  • Positive, reliable, and hard-working attitude
  • Leadership skills and Initiative
  • Above-average computer skills and ability to train others
  • Must be familiar with and adapt to using technology – an experience operating in an Apple environment is a plus.

Our company has been built on creating incredible products that positively enhance people’s lives and are supported with exceptional service at every juncture. These are not empty clichés: we strive to impress and continually seek to find ways to improve the experience of our products and service.

People – how we embody our brand

Our culture supports team members in excelling in their particular roles, allowing and encouraging them to have ownership of and responsibility for their realms. This leads to the team’s success and greater job satisfaction.

Trust –

  • THE KEY TO GOOD MANAGEMENT IS DEVELOPING MUTUAL TRUST AND RESPECT. AN OWNERSHIP ATTITUDE CAN ONLY BE EXPECTED IF THERE IS TRUST.

Communication –

  • NOT ONLY WHAT WE DO, HOW IT MUST BE DONE AND BY WHEN, BUT WHY WE DO THINGS AND HOW THEY IMPACT THE LARGER GOALS

Training –

  • WITH AN EMPHASIS ON CONTINUAL SKILL AND KNOWLEDGE IMPROVEMENT AND EFFICIENT AND DIRECT FEEDBACK

Monday to Friday – 7:30 am – 4:30 pm

Hourly 22.00 per hour

    Want to know more?

    CONTACT US