Order Management Coordinator

CALLING ALL ORDER MANAGEMENT COORDINATORS!!!

Are you an experienced Order Management Specialist ready to make an immediate impact?

We are currently hiring a high-caliber Order Management Coordinator for an 18-month contract with an immediate start date and a hybrid schedule (3 days on-site, 2 days WFH near Britannia Rd W & Erin Mills Pkwy).

If you are a proactive communicator with a proven track record of longevity in order management, customer service, and ERP systems, who thrives on keeping field operations running seamlessly, we want to hear from you!

Please note we require the following backchecks:
- Criminal Background Check
- Health and Safety Trainings
- Two Professional References
- Education check
- Data Entry Test


Advantages
- Long term contract opportunity
- Ability to work in a growing and dynamic team
- Hybrid schedule


Responsibilities
End-to-End Order & ERP Management:

Accurately create, manage, and track Customer Orders (CO), Work Orders (WO), and Customer Return Orders (CRO) within the IFS system.

Monitor order cycles, update order status dates, attach essential documents (customer POs, correspondence, reports, timesheets), and close orders upon job completion to keep backlog reporting accurate.

Field Service Support & Technician Dispatch:

Assign field technicians to Work Orders and coordinate scheduling around technician availability.

Ensure technicians have full visibility into job requirements, client details, and scope of work prior to site visits.

Procurement, Quotes & Supplier Relations:

Request vendor quotes for replacement parts, issue Purchase Orders (POs) including No-Part POs, and follow up with suppliers regarding lead times, price changes, and expediting.

Support equipment rentals, demo equipment, and system keys needed for field service execution.

Quality Control & Returns Management:

Process work orders and purchase order entries for returned or faulty items identified by the quality inspection team.

Source replacement parts and coordinate part returns and credit processing with vendors.

Customer Care & Stakeholder Communication:

Serve as a primary point of contact for customers, suppliers, and internal teams via email, phone, and portals.

Proactively resolve customer inquiries, shipping delays, and billing discrepancies, while providing feedback to improve internal order management processes.

Invoicing & Administrative Support:

Prepare detailed billing summaries, review vendor order acknowledgements for discrepancies, and support the Service Coordinator with final customer invoicing.

Maintain precise digital documentation and handle ad-hoc administrative duties to support team objectives.

Qualifications
- University Undergraduate Degree or College Diploma
- 2 + years related administrative experience
- Order entry experience, with experience using an order management system
- Proficiency in MS Office and Windows
- Strong attention to detail
- Ability to understand current tools in detail and use them in an efficient manner
- Ability to quickly learn new tools and processes as they arise
- Experience working in a mechanical service environment or industrial service environment is preferred
- Ability to lift up to 30lbs


Summary
If this opportunity sounds like you, apply TODAY! We are actively interviewing to fill this role.

Apply with your most updated resume!

Please note: Only those selected for an interview will be contacted.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.