Customer Service and Order Management Representative

Job Description

This is a remote position.

About Us

Best Access Doors is a growing e-commerce company based out of Ancaster, Ontario and we are a leading provider of in stock and custom Access Doors, Floor Hatches and Roof Hatches to contractors across North America for the last 15 Years. Through the use of innovative digital tools, our products are delivered to our customers as quickly and efficiently as possible, earning us a reputation for quality products and exceptional service. We operate several websites and our products are listed in all the top marketplaces supported by warehouses across the USA and Canada. We pride ourselves on being a cohesive company that understands the value that each of our team members lends and we believe in investing in our employees every step of the way creating room for opportunity and growth.

What We are Looking For

We are looking for an Order Management & Customer Service Representative to join our growing team.

This role is designed to build a strong operational foundation by first learning our Order Management processes before progressing into Customer Service. You will gain an in-depth understanding of our vendors, products, order lifecycle, shipping processes, and ecommerce operations to become an expert in how orders flow from purchase through delivery and beyond.

As you develop, you will transition into handling post-shipment customer concerns, requiring strong investigative, analytical, and problem-solving skills to resolve complex issues while balancing customer satisfaction and business profitability.

This is a fast-paced, highly collaborative role requiring exceptional organization, attention to detail, prioritization, and the ability to manage multiple communication channels simultaneously, including phone, chat, and email.

If you enjoy solving problems, working with data, communicating with customers and vendors, and continuously improving operational efficiency, we'd love to hear from you.

Requirements

Responsibilities

• Verify and confirm customer orders, ensuring vendor acknowledgements match purchase orders and customer requirements.
  
  
• Review pricing, product specifications, dimensions, fire ratings, materials, quantities, shipping methods, and special instructions for accuracy.
  
  
• Process additional services including lift gate requests, expedited shipping, address changes, and other order modifications.
  
  
• Monitor vendor production and shipment timelines to obtain Estimated Ship Dates (ESDs) and proactively communicate updates to customers.
  
  
• Follow up with vendors to obtain tracking information and ensure timely shipment visibility.
  
  
• Serve as the primary liaison between customers and vendors for all pre-shipment inquiries, including:
  
• Order status
  
• Delays
  
• Order modifications
  
• Cancellations
  
• Shipping questions
  
• Invoice requests
  
  
• Coordinate vendor communications regarding shipping requirements, tax documentation, customer information, and delivery instructions.
  
  
• Manage vendor follow-ups to ensure service level expectations are met.
  
  
• Investigate and resolve post-shipment customer concerns including:
  
• Damaged shipments
  
• Defective products
  
• Missing items
  
• Lost shipments
  
• Returns
  
• Warranty claims
  
• Replacement / Refund requests
  
  
• Analyze customer-submitted documentation (photos, shipping records, carrier information, vendor feedback) to accurately determine the root cause of an issue.
  
  
• Differentiate between damage, manufacturing defects, shipping issues, installation concerns, and customer error to ensure the appropriate resolution is provided.
  
  
• Prepare replacement, refund, or credit recommendations based on company policies, vendor agreements, and profitability analysis.
  
  
• Escalate complex cases with clear documentation and supporting evidence.
  
  
• Build strong working relationships with vendors while advocating for the best possible customer outcome.
  
  
• Meet or exceed Service Level Agreements (SLAs) across phone, email, and chat channels.
  
  
• Handle multiple customer interactions simultaneously while maintaining accuracy and professionalism. (Calls approx. 30-60 weekly; 2-4 chats daily; and 100+ emails)
  
  
• Prioritize work effectively based on urgency, customer impact, and operational requirements.
  
  
• Contribute ideas that improve efficiency, accuracy, and the overall customer experience.
  
  

Skills/Qualifications/Requirements

Must have:

• Post-secondary education in Supply Chain Management, Business, Operations, Logistics, or a related field is preferred.
  
• Previous experience in ecommerce, dropshipping, supply chain, logistics, customer service, or order management.
  
• Customer Relationship Management (CRM) and Enterprise Resource Planning (ERP) systems experience is essential (Zoho, Salesforce, etc.).
  
• Strong Microsoft Excel skills, including filtering, sorting, lookups, and working with data.
  
• Strong analytical and investigative mindset with excellent problem-solving abilities.
  
• Excellent attention to detail along with strong organizational skills.
  
• Ability to analyze customer situations and make sound recommendations balancing customer satisfaction with business profitability.
  
• Understanding of shipping methods, freight versus parcel shipments, carriers, tracking processes, and delivery exceptions.
  
• Ability to manage multiple priorities and communication channels simultaneously while maintaining accuracy.
  
• Excellent written and verbal communication skills with the ability to communicate professionally with customers, vendors, and internal teams.
  
• Strong technical skills and comfortable using web-based programs.
  
• Strong multi-tasking and time management skills with the ability to meet tight deadlines.
  
• Passion for and proven track record of providing excellent customer service.
  
• Works well in a fast-paced environment and can adapt to various situations prioritizing multiple work assignments simultaneously.
  
• Ability to use AI responsibly to support task prioritization, email drafting, reporting, process improvements, problem-solving and OKRs (Objectives and Key Results).
  

Benefits

100% remote

Flexible Work Environment

Growth Opportunities

At Best Access Doors, we prioritize a fair and efficient hiring experience. To assist our team, we utilize Zoho Recruit’s Zia AI to help evaluate candidate alignment with job requirements. While Zia is used as a supportive tool, all final hiring decisions are made exclusively by our recruitment professionals. If you have any questions regarding our evaluation process, please feel free to ask during the application process.

At Best Access Doors, we believe that great ideas come from diverse perspectives. We’re committed to building an inclusive workplace where everyone feels valued, respected, and empowered to thrive — no matter who you are or where you come from.

We celebrate diversity in all its forms — thought, experience, background, and perspective — because we know it makes us stronger as a team and as a company.

As an equal opportunity employer, we’re dedicated to providing accessibility and support throughout our hiring process. If you need any accommodation during recruitment, please let us know. We’ll work with you to ensure you have what you need to succeed.