The Position
The Fulfillment & Distribution Associate plays a critical role in ensuring accurate and timely processing, packaging, and delivery of orders across our network. This role is responsible for assisting with all fulfillment operations, including inventory tracking, order accuracy, vendor coordination, and shipping logistics. The ideal candidate is organized, proactive, and able to drive process improvements while meeting tight deadlines and maintaining a high standard of service.
Reporting Responsibilities
The Fulfillment & Distribution Associate reports directly to the VP, Corporate Services.
Education Required
- A degree or diploma from a recognized college or university is required.
Decision Making: (if applicable)
- Ability to plan projects that may take up to 2 years to complete.
Skills, Knowledge and Experience
- 2 to 4 years proven experience in fulfillment, shipping/receiving, or supply chain.
- Strong working knowledge of inventory and order management systems (e.g., Business Central, SharePoint).
- Excellent organizational and time management skills with attention to detail.
- Ability to lift and move packages (up to 50 lbs) and stand for extended periods.
- Strong communication and customer service orientation.
- Proficiency with Microsoft 365 (Excel, Outlook, SharePoint, Forms).
- Ability to manage and track metrics, KPIs, and operational data.
- Experience with barcoding systems or fulfillment automation is a plus.
Specific Responsibilities
Order Management
- Process incoming orders from campuses and departments via internal systems.
- Create packing slips and ensure all items are accurately picked and packed.
- Manage courier bookings and shipping label creation using standard platforms (e.g., Canada Post, FedEx).
- Coordinate and prioritize same-day and expedited orders.
- Track and resolve fulfillment errors, discrepancies and order corrections.
- Manage the backorder process, including campus communication and restock tracking.
- Assist in selecting and procuring new products/materials.
Inventory Management
- Perform regular inventory checks and reconciliations.
- Update inventory data in Business Central and other tracking systems.
- Receive and log new stock deliveries, ensuring accurate counts and conditions.
- Conduct monthly or quarterly cycle counts.
- Track and manage damaged or defective stock with appropriate logging and follow-up.
- Monitor low-stock alerts and initiate reorder process.
Administrative & Reporting Tasks
- Maintain fulfillment records (packing slips, shipping receipts, etc.).
- Update and manage the department’s fulfillment calendar.
- Communicate proactively with campuses on fulfillment timelines and updates.
- Log and analyze errors and operational issues; prepare weekly reports on key metrics.
- Support special projects such as new franchise openings, promotional kits, or return audits.
- Monitor the activities of the department to ensure adherence to timelines, helping identify and resolve issues as they arise.
Ecommerce Project Support
- Assist in researching and implementing ecommerce solutions in the upcoming year, contributing to the project panning and execution phases.
- Help in the design and implementation of systems that will support ecommerce sales and logistics.
System & Tools
- Utilize Business Central for order processing and inventory tracking.
- Maintain fulfillment trackers in Microsoft Excel, SharePoint and/or Microsoft Lists.
- Operate courier booking systems efficiently and troubleshoot when necessary.
Quality & Process Improvement
- Uphold quality control standards for all outbound shipments and packaging.
- Conduct quality inspections on returned or restocked items.
- Recommend and help implement improvements to increase efficiency and reduce errors.
Other
- Help track and report on key performance metrics for the fulfillment process.
- Maintain a culture of high-quality customer service and customer communication.
- Assist with warehouse organization, labeling, shelves and boxes as required.
- Other duties and tasks as may be assigned.
Salary Range:
$50,000 - $60,000 per annum
Working Conditions: (if applicable)
Could be requested to work on some evenings and weekends.
Why Work With Us?
At Spirit of Math, we believe in creating a workplace where people feel valued, supported, and inspired to grow. When you join our team, you're not just starting a job - you're becoming part of a community that thrives on collaboration, learning, and shared success.
Here's what you can expect when you work with us:
Core Benefits
- Competitive salary with potential for performance-based bonuses.
- Comprehensive health, dental, and vision insurance.
- Retirement savings plans (including RRSP with company matching through DPSP).
- Generous paid time off, including sick leave, paid vacation, personal days, and scheduled paid summer shutdowns for some positions.
Career & Growth Opportunities
- Annual professional development budget for courses, certifications, and conferences.
- Internal mobility and clear pathways for advancement - we support your career journey.
- Opportunity to contribute ideas and shape how we work.
Work-life Balance & Well-being
- Flexible working hours to help you balance personal and professional priorities.
- On-site yoga at headquarters and wellness initiatives throughout the year.
- Discounted gym memberships to support your fitness goals.
- Pet-friendly headquarters office environment - bring your dog to work!
Culture & Perks
- Inclusive, diverse, and collaborative workplace culture where every person matters.
- Annual all-staff conference to connect, learn, and celebrate together.
- Staff events and fun team-building activities.
- Peer-to-peer recognition programs - we love celebrating success!
- Access to partnerships offering thousands of discounts on shopping, travel, entertainment, and more.
Lifestyle & Convenience
- Free snacks, unlimited coffee, and tea every day.
- Commuter-friendly headquarters with free parking and easy access to public transit.
At Spirit of Math, we're committed to fostering a positive and supportive environment where you can thrive - personally and professionally.
Join us and be part of a team where your contributions are valued, your growth is supported, and your well-being is a priority.
To promote cooperation, inspire confidence, and release the genius in every child.
Please note that we may use artificial intelligence (AI) tools at certain stages of the hiring process to assist in screening, assessing, or selecting applicants for this position. These tools are used as a supplement to human review, and all final hiring decisions are made by our Hiring team.
Spirit of Math is an equal opportunity employer and adheres to equitable hiring, employment and promotion practices. The positions are open to all qualified applicants, including men, women, persons with disabilities, members of visible minorities, Aboriginal persons and other groups protected by human rights laws. We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.
