Pay range between $50,000 and $55,000 based on experience.
About the Role
Barco Materials Handling is looking for an organized, energetic and detail-oriented Order Desk & Dispatch Coordinator to join our team.
This is a busy, hands-on position that acts as a central point of communication between our customers, Sales team, production floor, shipping department, truck drivers and carriers.
You may be answering an incoming customer call while a truck driver arrives at reception requiring paperwork, the radio is active with a question from the yard, and Sales is waiting for an order update. At the same time, orders, shipping documents and reports still need to be completed accurately and on time.
We are looking for someone who genuinely enjoys that type of environment: someone who can keep several lines of communication open, prioritize what needs immediate attention, stay organized and provide professional service even when the desk gets busy.
What You'll Do
Order Desk & Customer Service
- Receive, review and enter customer purchase orders accurately and promptly.
- Manage customer orders and changes from initial entry through production, shipment and delivery.
- Monitor open orders, shipping dates and customer requirements.
- Respond to customer inquiries by phone and email regarding orders, availability, delivery schedules and other requests.
- Provide proactive follow-up to customers regarding order status, changes, delays or delivery information.
- Work closely with Sales on customer follow-ups, order questions and outstanding items.
- Prepare regular customer, order and operational reports.
- Maintain accurate information within company ERP, CRM and customer ordering systems.
Dispatch, Shipping & Driver Coordination
- Coordinate and schedule outbound deliveries, pickups and third-party transportation.
- Communicate directly with truck drivers, carriers, Shipping and Production throughout the day.
- Greet arriving truck drivers and direct them to the appropriate loading, unloading or waiting areas.
- Coordinate scheduled customer and carrier pickups.
- Prepare and provide drivers with the required paperwork for outgoing shipments and pickups.
- Schedule inbound lumber deliveries and other receiving appointments.
- Create lumber tags and required receiving documentation for incoming lumber deliveries.
- Prepare bills of lading, shipping paperwork and applicable customs/cross-border documentation.
- Maintain the daily shipping and pickup schedule and communicate changes to the appropriate departments.
- Follow up on delayed trucks, missed pickups, changing delivery requirements and other transportation issues.
- Request and track third-party freight quotes and costs as required.
Reception & Front Office
- Serve as the first point of contact for visitors, drivers and others arriving at the facility.
- Answer and direct incoming calls through the company's main telephone lines.
- Monitor and respond to radio communications from Production, Shipping and the yard.
- Assist drivers arriving for scheduled pickups and deliveries.
- Ensure visitors and drivers are directed appropriately and provided with required information or documentation.
- Maintain a professional and helpful front-office presence while balancing the operational demands of the Order Desk.
Administration & Documentation
- Create, print and maintain order, shipping and operational paperwork using Excel and other company systems.
- Prepare and maintain spreadsheets and reports required by Sales and Operations.
- Match invoices, purchase orders and supporting documentation and identify discrepancies requiring follow-up.
- Maintain organized and accurate electronic and paper records.
- Receive and distribute incoming paperwork, deliveries and correspondence.
- Assist with inbound receiving documentation and inventory transfers where required.
- Provide general administrative support related to the Order Desk, Sales and Operations.
- Complete other related duties as required.
What We're Looking For
The right person for this role is comfortable being busy.
You don't need complete silence to get your work done, and you don't become overwhelmed because the phone rings while someone is standing at your desk and another person is calling you on the radio. You can determine what needs attention first, deal with it professionally and then return to what you were doing without losing track.
You should have:
- 2+ years of experience in order desk, dispatch, logistics, shipping, customer service or a busy administrative environment.
- Experience in manufacturing, distribution, transportation or another operational environment is strongly preferred.
- Strong Microsoft Excel skills and comfort creating and working with spreadsheets, reports and documentation.
- Strong computer skills with the ability to move confidently between several systems throughout the day.
- Experience with ERP/order management software; SAP experience is an asset.
- Experience with CRM systems is an asset.
- Experience with shipping paperwork, bills of lading, freight or transportation coordination is an asset.
- Excellent verbal communication skills and a professional telephone manner.
- Strong written communication skills.
- Exceptional organization and attention to detail.
- The ability to prioritize competing requests and interruptions without sacrificing accuracy.
- Strong follow-through — if you say you're going to look into something, you make sure it gets resolved.
- A calm, professional approach when plans change or things get busy.
- High school diploma required; post-secondary education in business, administration, logistics or supply chain is an asset.
You'll Be Successful Here If You...
Enjoy being the person people come to when they need information or something coordinated.
You are comfortable communicating with everyone from customers and Sales representatives to production employees, truck drivers and freight carriers. You can switch gears quickly without losing track of the details.
Most importantly, you understand that busy doesn't mean disorganized. Orders need to be correct, trucks need the right paperwork, customers need answers and the people around you need to know what's happening.
What We Offer
- Full-time, permanent employment
- Competitive compensation based on experience
- Extended health and dental benefits
- Group retirement savings plan with company matching
- On-site parking
- Monday-to-Friday schedule, 7:00am - 4:00pm
- A varied position with significant involvement across the business
- Opportunities to learn and grow within a Canadian manufacturing environment
Barco Materials Handling Ltd. is committed to employment equity and encourages applications from women, visible minorities, Aboriginal peoples and persons with disabilities. Barco Materials Handling Ltd. is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Our Human Resources team is responsible for working with applicants requesting an accommodation at any stage of the hiring process.
In accordance with Ontario legislation, we disclose that we do not use artificial intelligence (AI) to make hiring decisions. All applications are reviewed by a human member of our management or Human Resources team. Basic application screening tools provided by the job platform (such as location or eligibility filters) may be used for administrative purposes only.
Job Types: Full-time, Permanent
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Profit sharing
- RRSP match
- Vision care
Ability to commute/relocate:
- Cambridge, ON N3H 4W3: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Logistics: 2 years (preferred)
- Order Desk: 2 years (preferred)
Work Location: In person