Warehouse Operations & Administrative Coordinator

Location: Concord, ON

Job Type: Full-time

Reports To: Warehouse Manager, Office Administration and Head Shipper

Hours: Monday–Friday, 8:00 AM–4:00 PM

Position Summary

We are seeking an organized, dependable and detail-oriented Warehouse Operations & Administrative Coordinator to support daily warehouse and office operations.

This role combines shipping and receiving, inventory control, documentation, administrative support and communication with clients, suppliers and carriers . The successful candidate will ensure that products, paperwork and information are processed accurately and efficiently.

The ideal candidate must be comfortable working in both warehouse and office environments, managing multiple priorities and communicating professionally. Strong written and spoken English, attention to detail and the ability to independently prepare professional emails and business correspondence are essential.

Key ResponsibilitiesShipping & Receiving

- Coordinate daily incoming and outgoing shipments.
- Prepare, pick, pack, label and verify outgoing orders.
- Prepare and review packing slips, shipping labels, bills of lading and courier documentation.
- Coordinate pickups and deliveries with carriers, suppliers and clients.
- Track shipments and follow up on delayed, damaged, incomplete or missing deliveries.
- Identify and report shortages, overages and documentation discrepancies.
- Maintain accurate and organized shipping and receiving records.
- Assist with returns, rejected deliveries and freight claims.
- Ensure products are packaged and handled appropriately.

Inventory Control
- Maintain accurate inventory records using company inventory or warehouse systems.
- Record inventory receipts, transfers, adjustments, returns and shipments.
- Compare physical inventory with system records and supporting documentation.
- Participate in cycle counts and physical inventory counts.
- Investigate and report inventory discrepancies.
- Assist in identifying low-stock, excess, obsolete or damaged inventory.
- Ensure products are properly identified, labelled and stored.
- Support inventory reconciliation and reporting.
- Work with operations, purchasing and accounting to resolve inventory-related issues.

Administrative Support
- Provide administrative support to multiple departments and managers.
- Maintain electronic and paper filing systems.
- Process and organize shipping records, purchase orders, invoices and other documents.
- Enter, review and update information in spreadsheets,



databases and internal systems.
- Prepare reports, schedules, tracking sheets and administrative documents.
- Draft professional emails, letters and routine business correspondence.
- Monitor shared email accounts and direct inquiries to the appropriate department.
- Assist with document control, data entry and record retention.
- Identify missing or incomplete documentation and follow up as required.
- Maintain confidentiality when handling company and client information.

Client, Supplier & Carrier Communication
- Communicate professionally with clients regarding orders, deliveries and shipping arrangements.
- Coordinate with suppliers and carriers regarding pickups, deliveries, shortages and documentation.
- Respond to routine inquiries promptly and escalate more complex matters when necessary.
- Maintain clear records of important conversations and follow-up requirements.
- Represent the company professionally through written, telephone and in-person communication.

Coordination & Operations
- Act as a link between warehouse operations and the departments supported by the role.
- Organize and distribute information to appropriate departments.
- Manage competing priorities and requests from multiple managers.
- Provide updates on shipments, inventory discrepancies and outstanding tasks.
- Escalate urgent issues, conflicting instructions and operational concerns when necessary.

Warehouse Organization & Safety
- Maintain a clean and organized warehouse and shipping area.
- Follow company health and safety policies and safe-work practices.
- Use required personal protective equipment.
- Report hazards, unsafe conditions, damaged equipment and incidents.
- Follow safe material-handling procedures.
- Keep aisles, exits, loading areas and workstations clear.
- Operate warehouse equipment only when trained and authorized.

Required Qualifications
- Previous experience in shipping and receiving, warehouse administration, inventory control, office administration or a similar role.
- Excellent written and spoken English.
- Strong spelling, grammar, proofreading and business-writing skills.




- Ability to independently prepare professional emails and correspondence.
- Robust organizational and time-management skills.
- High attention to detail and accuracy.
- Proficiency with Microsoft Outlook, Word and Excel.
- Experience using inventory, warehouse, order-management or business software.
- Ability to review and reconcile packing slips, purchase orders and inventory records.
- Ability to manage multiple priorities and work with different departments.
- Strong interpersonal and customer service skills.
- Ability to work independently and as part of a team.
- Dependable, punctual and able to maintain confidentiality.

Preferred Qualifications
- Experience in a warehouse, distribution, manufacturing or industrial environment.
- Experience with inventory management, warehouse management or ERP systems.
- Experience coordinating couriers and freight carriers.
- Familiarity with bills of lading, shipping documentation and inventory reconciliation.
- Experience preparing reports and tracking spreadsheets.
- Previous experience supporting multiple managers or departments.
- Valid driver's licence and forklift certification are considered assets, where required.

Core Competencies The successful candidate will demonstrate:
- Excellent written communication
- Strong attention to detail
- Organization and document control
- Inventory awareness
- Professional customer service
- Time management
- Problem-solving skills
- Accountability and reliability
- Adaptability and sound judgment

Physical & Work Requirements
- Comfortable working in both warehouse and office environments.
- Ability to stand, sit and walk throughout the workday as required.
- Ability to use computers, scanners, printers and other office equipment.
- Ability to perform general warehouse-related duties safely.

Compensation The hourly wage for this position is $19.50–$23.50 per hour , depending on relevant experience, skills, technical knowledge and demonstrated ability to perform the responsibilities of the role.

Performance Expectations

Performance will be evaluated based on:

- Accuracy of shipping, receiving and inventory records
- Quality of written communication
- Timely completion of assignments
- Organization of documentation and files
- Responsiveness to clients and internal departments
- Ability to manage competing priorities
- Inventory accuracy and discrepancy resolution
- Reliability, attendance and punctuality
- Compliance with safety procedures
- Overall contribution to warehouse operations

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