Operations Coordinator

6 months ago

Toronto, Canada Independent Mechanical Supply Inc. Full time

Since launching in 2009, Independent Mechanical Supply (IMS) has become GTA contractors’ preferred distributor of plumbing, hydronics, and PVF products. We’re proud to have one of the largest product selections in the industry. Our customers love both our selection and working with our team.

As an Operations Coordinator, you will need to work within operational constraints and best practices while fulfilling our goal of being obsessed with exceeding expectations in a hyper-competitive, customer-focused, fast-paced industry. You will play a vital role in ensuring efficient and smooth collaboration within the team and across departments. You will be responsible for a variety of tasks that support the primary and secondary functions within the role. The primary focus of this role will be on tasks such as answering phones, managing calendars, and proactively addressing delivery issues. Additionally, the role includes secondary responsibilities that may involve assisting with dispatching, ordering supplies, and coordinating truck maintenance as needed.

**Primary Responsibilities**:

- Answering Phones: Respond to incoming calls in a professional and courteous manner, providing information or directing calls to the appropriate department or personnel.
- MS Teams Contact: Utilize Microsoft Teams to communicate and collaborate with inside and outside sales team members, as well as for other internal communications
- Manage Boom Truck Calendar: Maintain and update the calendar for boom truck availability, ensuring efficient scheduling and utilization.
- Contact Customers with Potential Delivery Issues: Proactively reach out to customers to address and resolve delivery issues, ensuring a high level of customer satisfaction.
- Contact Inside or Outside Rep with Delivery Problems: Update on and collaborate with internal and external representatives to address and prevent delivery problems, maintaining effective communication.
- Schedule 3rd Party Deliveries and Prepare Bills of Lading: Coordinate third-party deliveries and prepare the necessary documentation, including Bills of Lading.
- Match Packing Slips on Driver Return (Blues/Whites): Ensure that packing slips are accurately matched to driver returns, maintaining proper records.
- Provide MTR's to Customers When Needed.
- Enter Inbound MTRs: Input inbound MTRs into the system, keeping records up to date and organized.
- Keep Whiteboard Calendar Updated: Vacations, Meetings, Deliveries, Driver location changes and Holidays

**Secondary Responsibilities**:

- Help Out in Dispatching and Receiving When Needed: Assist with dispatching and receiving tasks as required, ensuring operational efficiency.
- Back Up for Truck Routing: Provide backup support for truck routing functions to ensure the timely and effective routing of deliveries.
- Order Supplies: Monitor and order necessary supplies to maintain an organized and well-equipped department.
- Schedule Truck Maintenance at All Branches: Coordinate and schedule truck maintenance activities at all company branches, ensuring the fleet remains in optimal condition.

**Qualifications**:

- High school diploma or equivalent. Additional education or relevant certifications are a plus.
- Prior experience in a similar role or within the logistics and operations field is preferred.
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Knowledge of transportation and logistics processes is a plus.
- Ability to adapt and work effectively in a fast-paced and dynamic environment.

IMS is a mid-sized company with a small-company feel. We’re professional, but relaxed, and strive to maintain an open work environment with an accessible senior leadership team. We also value giving our people opportunities to advance. If you’re interested in learning and growing, this is the place for you. Independent Mechanical Supply is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Please let us know if you require accommodation at any stage of the hiring process.

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