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Shipping Administrator

4 months ago

Waterloo, Canada O’Dell HVAC Group Full time

O’Dell HVAC Group is a well-established heating, ventilating, and air conditioning (HVAC) equipment representative that works across Ontario with engineers, building owners, mechanical and sheet metal contractors in both commercial and industrial settings.

**_
Core Focus, Vision & Culture:_**

At O’Dell HVAC Group our purpose and passion is to build trusted relationships and deliver value focused HVAC solutions.

Our vision is to become the premier HVAC solutions provider across Canada by shaping the industry through innovative solutions and a customer-first approach.

Our success is fueled by our people. We offer our employees a work environment that reflects our core values and motivates employees to be their best. We want to mentor and train our employees to help their career growth and we have a family atmosphere that is supportive and centered around teamwork and collaboration.

**_
Our commitment to Diversity, Equity, and Inclusion:_**

We embrace diversity, equity, and inclusion and know that it drives innovation and better positions us for success in the future.

**_
What you’ll be doing:_**

Reporting to the Freight & Logistics Coordinator, the Shipping Administrator plays a crucial role in ensuring the smooth and efficient operations of the shipping department. This position involves managing various aspects of the shipping process, including coordinating shipments, tracking orders, handling documentation, and communicating with internal teams, and shipping partners. The Shipping Administrator is responsible for maintaining accurate records, resolving shipping-related issues, and contributing to overall customer satisfaction.
- **Please note that the location for this job is flexible (based at any of our Ontario office locations).**
- Order Processing and Coordination:_
- Receive and process incoming orders for shipment.
- Coordinate with the sales team, warehouse personnel, and logistics partners to ensure timely and accurate order fulfillment.
- Verify shipping details, including addresses, quantities, and special requirements.
- Documentation and Record Keeping:_
- Prepare and maintain shipping documents, such as packing lists, bills of lading, and customs forms, in compliance with regulations.
- Communication:_
- Liaise with internal teams to gather necessary information for shipments.
- Communicate with internal customers regarding order status, shipment delays, and any potential issues.
- Collaborate with shipping partners and carriers to arrange pickups, deliveries, and resolve transportation-related matters.
- Tracking and Monitoring:_
- Monitor shipments in transit to ensure they are progressing according to schedule.
- Provide tracking information to internal stakeholders as needed.
- Address any delays or issues that may arise during the shipping process.
- Issue Resolution:_
- Collaborate with the customer service team to handle customer inquiries and complaints related to shipping.
- Compliance and Regulations:_
- Stay informed about shipping regulations, import/export laws, and customs requirements to ensure compliance.
- Prepare and submit necessary documentation for international shipments, including customs declarations.
- Process Improvement:_
- Identify opportunities to streamline shipping processes, reduce costs, and enhance efficiency.
- Help implement improvements in collaboration with relevant teams to optimize the overall shipping operation.

**_ Who you are:_**
- College diploma or equivalent; additional education or certifications in logistics, supply chain management, or a related field is a plus.
- Proven experience in shipping, logistics, or a related administrative role.
- Familiarity with 3PL platforms, shipping software, and tracking systems.
- Strong organizational skills and attention to detail.
- Effective communication skills, both written and verbal.
- Problem-solving abilities to address unexpected shipping challenges.
- Proficiency in using office software, such as Microsoft Excel, Word, and Outlook.
- Ability to work independently and collaboratively in a fast-paced environment.
- Knowledge of international shipping regulations and customs procedures is desirable.

The Shipping Administrator plays a vital role in ensuring that products reach customers accurately and on time. By effectively managing shipping processes and maintaining clear communication, the Shipping Administrator contributes to the overall success and reputation of the company.

**_
Why work at O’Dell HVAC Group:_**
- Competitive wages based on experience
- Complete Benefits package
- RRSP employee contribution plan
- Profit sharing based on O’Dell performance
- Company sponsored professional affiliations (OACETT, CPSA, ASHRAE etc.)
- Professional development: we strongly value training & development and career growth opportunities for our employees
- Summer Fridays -in the summer we take Friday afternoons off
- We do a paid company-wide shutdown during the holiday season to enjo