About the role

Artema is looking for an Office Operations Coordinator to join our team in West Grey, Ontario. Artema is a door manufacturer.

This office-based role keeps customer orders moving accurately into production, supports dependable replenishment of kanban items, and coordinates information and materials across receiving, quality control, and delivery teams. You will also serve as a Joint Health and Safety Committee (JHSC) member, helping investigate concerns and identify practical prevention measures.

Department: Office

Focus: Order administration, inventory replenishment, shipping and receiving coordination, and workplace health and safety

Location: West Grey, Ontario

What you’ll do:

Order confirmations and order records

You will coordinate order confirmations and revisions with customers and dealers, and keep a reliable history of order paperwork, from confirmation through final inspection.

- Send order confirmations and follow up with customers or dealers to obtain responses and resolve outstanding questions.
- Update orders when changes are requested, communicate revisions, and confirm that the revised details are understood and recorded.
- Follow up internally to help ensure confirmations are reviewed and cleared for production in a timely manner.
- Support quality and final inspection by providing confirmed order details, helping track inspection status, and following up on any discrepancies against the confirmation before an order is released for shipping.
- Help flag and communicate any changes, holds, or rework arising from quality or final inspection to customers, dealers, and internal teams, and update the order record accordingly.
- File confirmations, inspection records, and related paperwork so the full order history can be retrieved when needed.

Kanban ordering system You will help maintain a clear, consistent kanban process so replenishment needs are visible and materials arrive when needed.

- Check that applicable inventory has a kanban card and that cards and storage locations are organized for easy use.
- Follow the established kanban ordering standard and flag missing cards, unclear information, or process issues.




- Place or coordinate purchases for designated items triggered by kanban cards, and monitor orders through to arrival.
- Communicate potential delays or supply gaps to the appropriate team so they can be addressed promptly.

Shipping and receiving coordination You will work with receiving, quality control, and delivery teams to support accurate receipt of materials and organized outbound shipments.

- Coordinate with the receiving team to verify that incoming products match the expected items and are placed into inventory correctly.
- Work with the quality control team to resolve identification, condition, or documentation questions before material is put away or used, as applicable.
- Help organize trucks for deliveries and shipments, including preparation and loading coordination with the responsible teams.
- Assist with scheduling and planning upcoming deliveries, sharing timing and shipment details with the relevant people.
- Keep shipment and delivery information organized and communicate changes that may affect timing or readiness.

Joint Health and Safety Committee You will participate as a committee member and support the review of workplace health and safety concerns and prevention opportunities.

- Research reported concerns and gather relevant information to help the committee understand the issue.
- Help verify conditions or contributing factors with the appropriate people and workplace information.
- Contribute practical prevention ideas and follow up on assigned committee actions within the role.
- Bring urgent or unresolved hazards to the appropriate supervisor or committee contact in keeping with workplace procedures.

What you’ll bring

- Experience in order administration, customer service, purchasing, or office operations,



ideally in a manufacturing environment
- Strong written and verbal communication skills, with a professional approach to customers, dealers, and internal teams
- Excellent attention to detail and accurate record-keeping
- Strong follow-up and organizational skills, with the ability to manage several priorities at once
- Proficiency with Microsoft Office and comfort learning ERP or order management software
- Familiarity with kanban or inventory replenishment, and with receiving, shipping, or quality inspection processes (an asset)
- Interest in workplace health and safety; JHSC certification or training is an asset, or a willingness to complete it

Who you’ll work with You will be part of a small, tight-knit production team where everyone works closely together to make sure our customers’ needs are met. Rather than handing work off between large departments, you will work side by side with production, shipping and receiving, and you will regularly connect with customers and dealers. You will also work with fellow Joint Health and Safety Committee members.

In a team this size, clear communication, accurate records, and timely follow-up make a direct difference to every order.

Why Artema

Artema designs and builds premium entry doors, from grand-format designs up to 6 feet wide and 11 feet tall to high-performance fiberglass doors that capture the look of real woodgrain. Our focus is on craftsmanship, timeless design, and enduring performance, and every door we ship reflects the care of the people who build it. As part of a small team, you will see how your work helps deliver a finished door to the customer.

- Day shift: a day shift position.
- Starting rate: $20 per hour.
- Benefits: company benefits are available.
- Variety and growth: because we are a small team, you will have plenty of chance to work together with colleagues in different functions and learn across the business.

Pay: From $20.00 per hour Expected hours: 42.5 per week

Benefits

- Casual dress
- Dental care
- Extended health care
- On-site parking

Work Location: In person

📌 Office Operations Coordinator (West Grey)
🏢 Fibercraft Door
📍 West Grey