Accounts and Logistics Coordinator

2 weeks ago

Scarborough, Canada Calstone Inc. Full time

**Do you have an energetic personality, and do you like to take the initiative to make things better?**
- **CALSTONE is growing, and we want to hire someone like you**_

**What we do**:
Calstone is a family owned, Canadian furniture manufacturing company.

We are your furniture solutions partner specializing in steel-based Warehouse, Mailroom, and Business furniture for commercial use.
- All products are GREENGUARD Certified.
- Our Remanufacturing Program guarantees that 0% of our products will ever go to a landfill site.
- Calstone is an ISO 9001:2015 certified company.
- Calstone is “self-conforming” to ISO 14001.
- Calstone works with “Partners” and a “Dealer Network” to service all customers across North America.
- We employ a team of professionals that provide room layouts, product suggestions, colour selections, order tracking, coordination of deliveries and installations, maintenance and repair if required, consultation and training of customers’ staff on the ergonomic aspects of our products and demonstrated user capability.
- We have a Quality Environmental Management System which controls our Sustainability Policies & updates our Environmental Performance Reports.
- We create and develop “special” or “custom” furniture as required.

**Job Purpose**

The Accounts and Logistics Coordinator works with the Shipping Manager and Senior Accounts Manager on organizing and coordinating all in-house order production and logistics paperwork for shipping. Manages the day-to-day processing and flow of orders. Responsibilities of order entry, customer service and logistics. The Accounts and Logistics Coordinator is responsible for ensuring all orders are verified and are successful with timely and accurate delivery. Will also be responsible for following up on the production and completion of orders, arranging logistics and ensuring customer satisfaction, answers telephones, takes care of the mail, follows security protocol, filing and maintaining office-showroom appearance.

**Duties and Responsibilities**
- Date and enter all orders.
- Coordinating required information from other staff to provide status updates to management weekly.
- Generating status reports of Non-Conformances from Quality and Document Control.
- Customer Service for all accounts.
- Following up and reporting on all daily internal production (Revisions to orders, special shipping instructions, Logistics, etc.)
- Assistance in all ongoing projects as assigned.
- Pull any references to previous orders (if applicable).
- Data entry new customers and products.
- Process orders in ERP system (Spire) as per order entry procedures.
- Maintain and update the Order Entry Procedure Manual as needed.
- Answer customer inquiries (Lead-times, scheduled shipping dates and providing tracking numbers).
- Work with cross functional teams and external service providers to ensure transportation requirements are met in the most cost-effective manner.
- Act as intermediary and primary point of contact for outbound shipments.
- Make sure all orders ship out on promised dates - Follow-up with Production.
- Inform Shipping Manager when there are issues with shipments / shipping dates.
- Print Shipping Labels.
- Prepare all waybills (US, Canada, Worldwide).
- Call Shipping companies to arrange pick up of orders.
- E-mail customer / sales reps regarding ship date, pcs. & weight.
- For US - prepare custom documentation.
- Order Shipping Supplies (waybills).
- Provide customers with Dimensions, weight, and product enquiries.
- Check customs.
- Ensure compliance with and performs business in accordance with policies, procedures, goals and objectives.
- Meet and greet clients, salespersons, visitors and notify the Calstone contact.
- Answering phones - forward calls / take messages.
- Mail receiving, sorting, opening, date stamping and distributing all incoming mail deliveries.
- Stamping all out-going mail and processing UPS deliveries.
- Ensure the office / showroom areas are organized and tidy.
- Other duties as may be assigned.

**Qualifications**
- Must be able to write and communicate verbally in English
- Excellent communication, interpersonal, and telephone skills
- Excellent knowledge of MS Office suite
- Superior organization skills, attention to detail and time management
- Computer literate with good numeric skills.
- Able to work with mínimal supervision
- Accurate data entry skills

Pay: $45,000.00-$50,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- On-site gym
- On-site parking
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus pay

**Education**:

- Secondary School (preferred)

**Experience**:

- entering orders for production: 1 year (preferred)
- entering orders into a ERP system: 1 year (preferred)
- preparing waybills for shipment: 1 year (preferred)

Work Location: In person

Expected start date: 2024-05

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