Customer Service Administrator

Powell May International is looking to hire a Customer Service Administratoron behalf of our sister company, Haile Resources, 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