Powell May International is seeking a Customer Service Administrator to support our growing operations as a food ingredient broker and distributor in Canada and the US. This role is a full-time, in-office position based at our office in Mississauga, Ontario. As a Customer Service Administrator, you will ensure customer satisfaction through order management, documentation handling, and coordination between suppliers, customers, and internal teams (sales, customer service, accounting, QA, etc.).
Key Responsibilities
- Process and confirm customer Purchase Orders (POs) accurately and in a timely manner.
- Serve as the primary point of contact for customer inquiries, updates, and issue resolution.
- Track orders from placement to delivery, proactively communicating status to customers, updating contract balances, and proactively handling any issues related to an order as they arise (delays, shorts, damages, non-conformances, etc.).
- Monitor documentation requests (COAs, specs, statements, etc.) to ensure smooth order flow, forwarding and handling documents as required.
- Prepare and handle shipping documents as needed (BOLs, packing slips, customs paperwork).
- Coordinate with freight providers, warehouses, and suppliers to ensure timely deliveries.
- Maintain organized digital PO folders using Microsoft Teams.
- Support any tariff, freight surcharge, and accessorial cost tracking for invoicing.
- Maintain accurate PO records, data entry information, and contract balance reports.
- Invoice POs timely and accurately according to terms of sale.
- Assist with supplier and customer audits by requesting and handling documentation as required.
- Participate in continuous process improvements and SOP updates with internal team.
Qualifications
- 1-2 years of experience in customer service, supply chain, or order administration (food/ingredient industry experience an asset).
- Strong attention to detail with excellent organizational skills.
- Adept in Microsoft Office (Excel, Word, Outlook, Teams); prior experience using an order management system is an asset.
- Strong communication skills (verbal and written).
- Ability to multitask in a fast-paced environment.
- Sense of ownership and accountability, meaning you see tasks through to completion and take pride in accuracy.
- Must have reliable transportation to commute to our Mississauga office.
Pay: $45,000.00-$50,000.00 per year
Work Location: In person
