Job Summary

We are a growing packaging products and international trading and distribution company seeking a detail-oriented and dependable Office Administrator / Operations Coordinator to support our daily business operations.

This role focuses on sales and purchase order processing, order tracking, cross-departmental coordination, operational reporting, and general administrative support.

The successful candidate will work closely with our sales, purchasing, accounting, warehouse, delivery teams, and management to ensure accurate information, effective workflows, and timely order fulfillment.

We are looking for someone who is organized, proactive, comfortable working with business systems and data, and capable of managing multiple priorities while following tasks through to completion.

Proficiency in Mandarin would be an asset when communicating with management and internal teams.

Key Responsibilities

Sales Order Processing & Coordination

- Receive, review, and process sales orders and supporting documents.
- Verify customer information, product SKUs, specifications, quantities, pricing, payment terms, and delivery requirements.
- Enter and maintain accurate sales orders in ERP or other company-designated systems.
- Coordinate with sales, accounting, warehouse, and delivery teams to ensure timely order fulfillment.
- Track order status from confirmation through picking, shipping, delivery, and completion.
- Process approved order changes and cancellations, keeping relevant departments informed.
- Identify and report order discrepancies, missing information, delays, and other exceptions.
- Maintain accurate and organized order records.

Purchase Order Administration & Shipment Tracking

- Prepare and process purchase orders based on approved purchasing requests.
- Verify supplier information, product specifications, quantities, pricing, payment terms, and expected delivery dates.
- Coordinate with suppliers and purchasing teams regarding order confirmations and updates.
- Monitor purchase order progress, production schedules, shipments, estimated arrivals, and warehouse receiving.
- Maintain purchase orders, shipping documents, and related records.




- Assist relevant departments in resolving shipment delays, quantity discrepancies, and documentation issues.

Operations & Cross-Department Coordination

- Coordinate daily operational information between sales, purchasing, accounting, warehouse, delivery teams, and management.
- Communicate customer requirements, inventory updates, order changes, and delivery schedules to relevant departments.
- Follow up on outstanding orders, assigned tasks, and operational issues until resolved.
- Maintain task tracking records, including responsibilities, deadlines, and completion status.
- Identify potential delays, communication gaps, and operational risks, and escalate issues when necessary.
- Assist management in monitoring projects, operational priorities, and follow-up actions.

Data Management & Reporting

- Maintain accurate customer, supplier, sales order, purchase order, and operational records.
- Update order statuses, shipment information, and task progress regularly.
- Compile sales, purchasing, inventory, delivery, and other operational data.
- Prepare daily, weekly, and monthly operational reports and summaries.
- Review data accuracy, investigate discrepancies, and coordinate corrections with relevant departments.
- Prepare Excel spreadsheets and management reports to support business operations.
- Maintain organized electronic and physical records.

Administrative & Office Support

- Handle document preparation, filing, scanning, and general office correspondence.
- Assist with meeting preparation, scheduling, documentation, and follow-up on action items.
- Maintain customer and supplier contact information.
- Support employee onboarding documentation, attendance records, and administrative processes.
- Coordinate office supplies, courier services,



and other daily office activities.
- Maintain sample and promotional item inventory records, including internal distribution tracking.
- Perform other administrative and operational support duties as assigned.

Qualifications

Required Qualifications

- Good written and verbal English communication skills.
- Proficiency in Microsoft Excel, Word, and general office applications.
- Strong data entry, recordkeeping, and document management skills.
- Excellent attention to detail, accuracy, and organizational skills.
- Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
- Strong communication, coordination, and problem-solving abilities.
- Ability to work independently, take initiative, and follow through on outstanding tasks.
- Comfortable working with numbers, product information, pricing, and order details.
- Professional, dependable, and able to handle confidential business information.
- Legally eligible to work in Canada.

Preferred Qualifications

- Previous experience in office administration, order processing, purchasing support, sales coordination, or operations administration.
- Experience using ERP, CRM, inventory management, or order management systems.
- Familiarity with sales orders, purchase orders, and related business documentation.
- Experience in wholesale, distribution, import/export, logistics, or inventory-based businesses.
- Understanding of inventory tracking, shipping documentation, and warehouse operations.
- Experience preparing Excel reports, operational summaries, and tracking spreadsheets.
- Experience coordinating with multiple departments, suppliers, or customers.

How to Apply

Please submit your resume through Indeed, highlighting your relevant experience in office administration, order processing, purchasing support, or operations coordination.

Candidates with ERP or CRM experience are encouraged to include the systems they have used and their related responsibilities.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

Pay: $20.00-$25.00 per hour

Work Location: In person

📌 Office Administrator / Order Processing Clerk (Langley)
🏢 Darvin Packaging
📍 Langley