Office Order Administrator (Import/Export Department)

Tailor Your Resume for this Job

About Elite Trimworks:

At Elite Trimworks, we pride ourselves on delivering top-notch specialty architectural products along with exceptional customer service, ensuring a solid and lasting relationship with our clients. Our experienced and dedicated staff, with over 20 years of industry expertise, sets us apart from the competition. We prioritize making our customers’ experience with us easy and hassle-free, offering peace of mind throughout the entire process.

Embark on an extraordinary career at Elite Trimworks, where every day brings fresh opportunities for our associates. Our dynamic and inclusive workplace fosters connections with fascinating individuals and provides a platform for career growth. Committed to delivering the highest quality trim work and customer service, Elite Trimworks relies on a highly knowledgeable, competent, and consistently dependable team. Join our team to contribute to a compelling career, working together to provide clients with top-tier architectural products. With locations in Toronto and Florida, we proudly serve thousands of satisfied customers across Canada and the United States.

Summary:

The Office Order Administrator role is within the Import/Export Department and is an extension of the Logistics Coordinator who oversees online orders, product shipments, and pick-ups, and directs staff for order accuracy and safe delivery. Additionally, the Logistics coordinator handles transport and customs documentation, client communication, rate sourcing, vendor management, and collaboration with various team members, such as the Export team, Receivers, Order Fillers & Import Coordinators.

Responsibilities:

• Direct Export/Import Department accurately, daily job processing, minimizing errors and costs.
• Up-to-date legislative, adhesive act, CARM, TSCA, Lacey Act and NAFTA requirements.
• Ensure all export transactions comply with local and international trade laws, customs regulations, and sanctions.
• Prepare and verify export documents, including commercial invoices, packing lists, bills of lading, certificates of origin and customs declarations.
• Oversee import/export scheduling and third-party transportation providers for cost-competitive deliveries.
• Request deliveries to minimize drivers' idle time and warehouse space while fully using the loading docks' capacity to organize and keep prepared shipments out of the aisles.
• Liaise with freight forwarders, couriers, and carriers to arrange bookings, track shipments, file disputes, resolve discrepancies, and handle returns efficiently.
• Manage and handle customer disputes, carrier disputes, discrepancies and any other required administrative functionalities within the office and warehouse operations efficiently and effectively for the best possible outcomes.
• Manage online orders and shipments, meeting company and customer delivery commitments.
• Communicate updated products, tariffs, and changes with all shipping vendors, carriers and customers accordingly.
• Coordinate with in-house departments for order accuracy, efficiency, and a safe working environment.
• Act as a key contact for customers regarding shipping schedules, export documentation, and delivery status updates.
• Ensure the completeness of outgoing shipments and maintain shipping systems in a timely manner.
• Manage inventory of packaging supplies and departmental items.
• Report to Export Lead and Executive management, and participate in daily briefs and weekly meetings.
• Assist the Receiving team and ensure shipping and receiving documentation is up to date.
• Identify areas for efficiency improvements in the logistics and export process and assist with implementing best practices.
• Develop productive procedures for packaging stations and supply-chain management.
• Maintain accurate and organized filing systems (physical and electronic) for all logistics and export-related documents.
• Promote a safe work environment in the Shipping and Warehouse department.

Nature and Scope:

• Applies established processes guided by clear rules, past practices, or provided instructions, consulting a supervisor for advice on non-routine matters. Supervisor approval is sought for any deviations from standard procedures.
• Works under close supervision with limited latitude and independent judgment. Output undergoes detailed checks by a senior coworker and/or supervisor.

Key Competencies:

• Excellent attention to detail and organizational skills.
• Strong communication and problem-solving abilities.
• Ability to work in a fast-paced, deadline-driven environment.
• Ability to understand compliance & risk awareness associated with changing regulations.

Pay Structure:

• Starting at $20.00 hourly, after a 3-month probationary period $21.00 hourly, and after one year, $22.00 hourly. Thereafter, our annual cost-of-living raises will apply.

Work Environment:

• Comfortable indoor setting with infrequent and non-objectionable unpleasant conditions.
• Office-based with visits throughout the shift to the warehouse or shipping department.
• The physical and psychological well-being of team members is strongly encouraged.

Education and Experience:

• Strong preference for a Diploma or degree in a related field.
• At least 1 year of experience in Export Administration is highly preferred or 2+ years of experience in administration.

Job Type: Full-time (existing vacancy)

Expected hours: 42.5 per week

Schedule:

• Monday to Friday 7:30 am - 4:30 pm

Supplemental pay types:

• Overtime pay

Education:

• High School or Degree / Diploma (preferred)

Ability to Commute:

• Woodbridge, ON L4H 1X9 (required)

Job Types: Full-time, Permanent

Pay: $20.00-$22.00 per hour

Expected hours: 40 – 44 per week

Benefits:

• Company events
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Store discount
• Vision care

Work Location: In person