Office & Logistics Coordinator

Office & Logistics Coordinator

Location: Concord, Ontario
Job Type: Full-time, On-site
Salary: $40,000–$50,000 per year, depending on experience
Company: VibraSystems Inc.

Job Overview

VibraSystems Inc. is seeking an organized and proactive Office & Logistics Coordinator to support our day-to-day office, customer service, order processing, shipping, and logistics activities.

This position plays an important role in keeping daily operations organized and ensuring smooth communication between customers, office staff, shipping, accounting, and other departments.

The ideal candidate is comfortable handling multiple responsibilities, communicating with customers and suppliers, working with business software, and maintaining accurate records in a fast-paced environment.

Key Responsibilities

• Answer incoming phone calls, respond to general inquiries, and direct calls to the appropriate team member.
• Coordinate shipping and logistics, including courier arrangements, shipment documentation, and delivery follow-up.
• Support front desk and general office activities, including incoming mail, couriers, office supplies, and visitors.
• Process credit card and POS transactions when required.
• Prepare, update, and communicate dispatch and shipment information to customers and internal teams.
• Provide basic accounting and administrative support, including cheques, credit card documentation, receipts, and related records.
• Coordinate schedules, meetings, appointments, and travel arrangements.
• Perform accurate order entry and maintain customer and order information in the company's systems.
• Maintain organized electronic and physical filing systems.
• Assist with shipping, receiving, and related logistics documentation.
• Follow up on outstanding administrative, customer service, and logistics matters.
• Work closely with Sales, Operations, Accounting, and Warehouse teams to help maintain an efficient workflow.

Qualifications & Skills

• Previous experience in office administration, logistics, shipping, customer service, or order processing is preferred.
• Strong organizational and multitasking skills.
• Good attention to detail and accuracy, particularly with orders and documentation.
• Good written and verbal English communication skills.
• Comfortable communicating professionally by phone and email.
• Good computer skills, including Microsoft Office.
• Experience with ERP, CRM, accounting, or order-management systems is an asset.
• Experience with Odoo or similar ERP systems would be an asset.
• Ability to prioritize tasks and follow through on open items.
• Comfortable working with different departments in a small, fast-paced company.
• Reliable, professional, and able to work independently when required.

About VibraSystems

VibraSystems Inc. designs and manufactures vibration isolation, seismic restraint, and noise-control products for commercial and industrial applications. We serve customers throughout Canada, the United States, and other markets.

We are looking for someone who enjoys a varied role involving customer communication, office administration, order processing, shipping coordination, and general operational support.

To apply: Please submit your résumé highlighting relevant experience in office administration, customer service, logistics, shipping, or order processing.

Pay: $40,000.00-$50,000.00 per year

Benefits:

• Casual dress
• On-site parking

Application question(s):

• What is your level of English proficiency (Native speaker / Fluent / Intermediate)?
• What city and province do you currently reside in?

Language:

• English (required)

Work Location: In person