Logistics & Operations Coordinator

Employment Type: Full-time; 30 hours a week

Location: Remote

Time Zone: 8:30 AM to 4:30 PM EST (Toronto business hours)

Position Overview

We are seeking a reliable and detail-oriented Logistics & Operations Coordinator to support outbound, inventory planning, supplier and customer communication, and routine sales administration.

The successful candidate will be a clear English communicator, a practical problem-solver, and comfortable working with numbers, business software, and time-sensitive information.

Required Qualifications

• Fluent spoken and written English, with professional email and telephone communication skills.
• Basic knowledge of supply chain and logistics processes.
• Intermediate level proficiency in Microsoft 365, particularly Excel, Word, and Outlook.
• Comfortable using Excel formulas and completing routine calculations accurately.
• Strong critical-thinking, problem-solving, organizational, and follow-up skills.
• Able to work consistently during Toronto business hours in the Eastern Time zone.
• Careful with confidential or commercially sensitive information and attentive to detail.

Key Responsibilities

1. Outbound Shipment Coordination

• Coordinate outbound shipments from planning through delivery.
• Track every shipment, obtain timely updates from shipping agents, and maintain accurate status information.
• Provide regular shipment updates to the Manager and promptly flag delays, risks, or issues that require attention.
• Evaluate available shipping routes and agents to select practical, reliable, and cost-effective options.

2. Communication and Issue Management

• Manage day-to-day communication with suppliers, shipping agents, customers.
• Relay accurate information to the correct parties and follow up until open matters are resolved.
• Discuss shipment delays or operational issues clearly and present relevant facts to the Manager.

3. Inventory and Material Planning

• Track sales activity and the usage of production materials, such as flavors and jars.
• Monitor stock levels at the factory and identify potential shortages early.
• Coordinate replenishment needs so sufficient materials are available to fulfill planned shipments.

4. QuickBooks and Business Reporting

• Use QuickBooks to create purchase orders and invoices.
• Generate sales and finance reports when requested.
• Previous QuickBooks experience is preferred; candidates without experience must be comfortable learning the platform quickly.

5. Accuracy, Confidentiality, and Email Controls

• Review every email before sending to confirm the recipients, message content, and attached documents are correct.
• Ensure confidential, commercial, customer, supplier, sales, or financial information is shared only with authorized recipients.
• Maintain accurate records and follow internal processes for document handling and communication.

Preferred Candidate Profile

The ideal candidate is dependable, proactive, careful, and comfortable taking ownership of routine operational follow-up. Experience in logistics coordination, supply chain support, purchasing, customer service, inventory control, or order administration would be an advantage.

What we offer:

• Opportunities for growth and advancement
• Competitive compensation package, including Maxicare HMO, after 3 months of probationary period