Do you have an energetic personality, and do you like to take the initiative to make things better?
CALSTONE is growing, and we want to hire someone like you!
What we do:
Calstone is a family owned, Canadian furniture manufacturing company.
We are your furniture solutions partner specializing in steel-based Warehouse, Mailroom, and Business furniture for commercial use.
- All products are GREENGUARD Certified.
- Our Remanufacturing Program guarantees that 0% of our products will ever go to a landfill site.
- Calstone is an ISO 9001:2015 certified company.
- Calstone is “self-conforming” to ISO 14001.
- Calstone works with “Partners” and a “Dealer Network” to service all customers across North America.
- We employ a team of professionals that provide room layouts, product suggestions, colour selections, order tracking, coordination of deliveries and installations, maintenance and repair if required, consultation and training of customers’ staff on the ergonomic aspects of our products and demonstrated user capability.
- We have a Quality Environmental Management System which controls our Sustainability Policies & updates our Environmental Performance Reports.
- We provide customers with 3D drawings and quotations for all product requests, via fax or e-mail.
- We create and develop “special” or “custom” furniture as required.
For more information, visit our website at www.calstone.ca
Job Purpose
The Shipping and Accounts Coordinator collaborates with the Shipping Manager and Senior Accounts Manager to organize and coordinate all in-house order production and logistics paperwork for shipping. This role manages the daily processing and flow of orders, handling responsibilities that include order entry, customer service, and logistics. The Shipping and Accounts Coordinator ensures all orders are accurately verified and delivered on time. They are also responsible for following up on production progress, arranging logistics, and maintaining high levels of customer satisfaction. Additional duties include answering phone calls, managing mail, and adhering to security protocols.
Duties and Responsibilities
- Date and enter all orders.
- Coordinating required information from other staff to provide status updates to management weekly.
- Generating status reports of Non-Conformances from Quality and Document Control.
- Customer Service for all accounts.
- Following up and reporting on all daily internal production (Revisions to orders, special shipping instructions, Logistics, etc.)
- Assistance in all ongoing projects as assigned.
- Email customers for missing information on orders.
- Modify any changes to customer orders and re-email.
- Pull any references to previous orders (if applicable).
- Data entry new customers and products.
- Process orders in ERP system (Spire) as per order entry procedures.
- Maintain and update the Order Entry Procedure Manual as needed.
- Answer customer inquiries (Lead-times, scheduled shipping dates and providing tracking numbers).
- Work with cross functional teams and external service providers to ensure transportation requirements are met in the most cost-effective manner.
- Act as intermediary and primary point of contact for outbound shipments.
- Make sure all orders ship out on promised dates - Follow-up with Production.
- Inform Shipping Manager when there are issues with shipments/ shipping dates.
- Print Shipping Labels.
- Prepare all waybills (US, Canada, Worldwide).
- Call Shipping companies to arrange pick up of orders.
- E-mail customer/ sales reps regarding ship date, pcs. & weight.
- For US - prepare custom documentation.
- Order Shipping Supplies (waybills).
- Coordinate truck driver pickups and drop-offs
- Provide customers with Dimensions, weight, and product enquiries.
- Check customs.
- Ensure compliance with and performs business in accordance with policies, procedures, goals and objectives.
- Meet and greet clients, salespersons, visitors and notify the Calstone contact.
- Answering phones - forward calls/ take messages.
- Mail receiving, sorting, opening, date stamping and distributing all incoming mail deliveries.
- Stamping all out-going mail and processing UPS deliveries.
- Ensure the office/ showroom areas are organized and tidy.
- Other duties as may be assigned.
Qualifications
- Must be able to write and communicate verbally in English
- Excellent communication, interpersonal, and telephone skills
- Excellent knowledge of MS Office suite
- Superior organization skills, attention to detail and time management
- Computer literate with good numeric skills.
- Able to work with minimal supervision
- Accurate data entry skills
Job Type: Full-time
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
Flexible language requirement:
Education:
- Secondary School (preferred)
Experience:
- using SPIRE brand ERP systems: 1 year (preferred)
- entering orders for production: 1 year (required)
- entering orders into a ERP system: 1 year (required)
- preparing waybills for shipment: 1 year (preferred)
Work Location: In person
