Logistics & Operations Coordinator

Employment Type: Full-time; 30 hours a week

Location: Remote

Time Zone: 8:30 AM to 2:30 PM EST (Toronto business hours)

Position Overview

We are seeking a reliable and detail-oriented Logistics & Operations Coordinator to support outbound, inventory planning, supplier and customer communication, and routine sales administration.

The successful candidate will be a clear English communicator, a practical problem-solver, and comfortable working with numbers, business software, and time-sensitive information.

Required Qualifications

• Fluent spoken and written English, with professional email and telephone communication skills.
• Basic knowledge of supply chain and logistics processes.
• Intermediate level proficiency in Microsoft 365, particularly Excel, Word, and Outlook.
• Comfortable using Excel formulas and completing routine calculations accurately.
• Strong critical-thinking, problem-solving, organizational, and follow-up skills.
• Able to work consistently during Toronto business hours in the Eastern Time zone.
• Careful with confidential or commercially sensitive information and attentive to detail.

Key Responsibilities

1. Outbound Shipment Coordination

• Coordinate outbound shipments from planning through delivery.
• Track every shipment, obtain timely updates from shipping agents, and maintain accurate status information.
• Provide regular shipment updates to the Manager and promptly flag delays, risks, or issues that require attention.
• Evaluate available shipping routes and agents to select practical, reliable, and cost-effective options.

2. Communication and Issue Management

• Manage day-to-day communication with suppliers, shipping agents, customers.
• Relay accurate information to the correct parties and follow up until open matters are resolved.
• Discuss shipment delays or operational issues clearly and present relevant facts to the Manager.

3. Inventory and Material Planning

• Track sales activity and the usage of production materials, such as flavors and jars.
• Monitor stock levels at the factory and identify potential shortages early.
• Coordinate replenishment needs so sufficient materials are available to fulfill planned shipments.

4. QuickBooks and Business Reporting

• Use QuickBooks to create purchase orders and invoices.
• Generate sales and finance reports when requested.
• Previous QuickBooks experience is preferred; candidates without experience must be comfortable learning the platform quickly.

5. Accuracy, Confidentiality, and Email Controls

• Review every email before sending to confirm the recipients, message content, and attached documents are correct.
• Ensure confidential, commercial, customer, supplier, sales, or financial information is shared only with authorized recipients.
• Maintain accurate records and follow internal processes for document handling and communication.

Requirements

Preferred Candidate Profile

The ideal candidate is dependable, proactive, careful, and comfortable taking ownership of routine operational follow-up. Experience in logistics coordination, supply chain support, purchasing, customer service, inventory control, or order administration would be an advantage.

Benefits

What we offer:

• Opportunities for growth and advancement
• Competitive compensation package, including Maxicare HMO, after 3 months of probationary period