POSITION: Customer Service & Operations Coordinator

LOCATION: Calgary, AB

REPORTS TO: Procurement Manager

Who You Are:

You are a highly organized, proactive, and detail-oriented professional who enjoys keeping people, information, and processes moving efficiently. You communicate confidently with customers, suppliers, and internal teams, and you are comfortable balancing multiple priorities in a fast-paced environment. You take ownership of your work, follow through on details, and look for practical ways to improve administrative processes and support the broader team.

About the Role:

As the Administrative Coordinator, you will support daily business operations and provide exceptional internal and external customer service. You will be responsible for administrative support, order processing, customer communications, inventory coordination, data management, and maintaining accurate records. Working closely with Procurement and other internal teams, you will help ensure information is accurate, priorities are communicated, and day-to-day administrative processes are completed efficiently.

Key Responsibilities

Administrative Support

- Answer and direct incoming phone calls and email inquiries.
- Maintain electronic and physical filing systems.
- Prepare correspondence, reports, quotes, and business documents.
- Coordinate administrative activities.
- Support departmental projects and special assignments.

Customer Service & Sales Administration

- Receive and respond to customer inquiries professionally and promptly.
- Prepare, process, and track customer quotations.
- Enter and maintain customer orders within the ERP system.
- Provide customers with order updates, delivery schedules, and status reports.
- Resolve customer concerns, delivery issues, warranty claims, and return requests.

Data & Records Management

- Create, maintain, and update customer, vendor, and inventory records.
- Ensure accuracy of business partner and inventory information in ERP databases.
- Maintain detailed records of quotes, orders,



communications, and transactions.
- Generate reports and assist with data analysis as required.

Inventory & Procurement Coordination

- Assist with inventory control and stock replenishment activities.
- Coordinate incoming and outgoing shipments with warehouse and logistics teams.
- Track purchase orders and follow up on open orders to ensure timely delivery.
- Verify receiving documentation and assist with inventory reconciliation.
- Support procurement activities by coordinating with suppliers and vendors.

Operations Support

- Coordinate activities between customers, suppliers, sales, procurement, and operations teams.
- Assist with website content updates and product information maintenance.
- Monitor workflow priorities and communicate potential delays proactively.
- Ensure administrative processes are completed accurately and efficiently.

Qualifications

Required

- 2+ years of administrative, office coordination, customer service, or sales support experience.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Robust written and verbal communication skills.
- Excellent organizational and time-management abilities.
- Experience working with ERP systems or business management software.
- Ability to manage multiple priorities in a deadline-driven setting.

Preferred

- Post-secondary education in Business Administration or a related field.
- Experience in distribution, manufacturing, construction, HVAC, or industrial sectors.
- Inventory, purchasing, or logistics coordination experience.

Competencies:

Dealing With Ambiguity





Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; doesn’t have to finish things before moving on; can comfortably handle.

Decision Quality:

Makes good decisions (without considering how much time it takes) based upon a mixture of analysis, wisdom, experience, and judgment; most of his/her solutions and suggestions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions.

Functional/Technical Skills:

Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.

Interpersonal Savvy:

Relates well to all kinds of people, up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.

Organizing:

Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently arranges information and files in a useful manner.

Perseverance:

Pursues everything with energy, drive, and a need to finish; seldom gives up before finishing, especially in the face of resistance or setbacks.

Problem Solving:

Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers.

Technical Learning:

Picks up on technical things quickly; can learn new skills and knowledge; is good at learning new industry, company, product, or technical knowledge; does well in technical courses and seminars.

Pay: $40,000.00-$50,000.00 per year

Benefits

- Disability insurance
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Wellness program

Work Location: In person

📌 Customer Service & Operations Coordinator (Calgary)
🏢 Central Air Equipment
📍 Calgary