Customer Service Rep/Order Management

MaxPeople HR; Burlington; On-site; CAD 50,000 - 70,000; Full time

Job summary

MaxPeople HR is seeking a Customer Service Representative in Burlington, Canada. In this role, you will enhance customer experiences by managing inquiries, processing orders, and ensuring efficient communication across departments. The ideal candidate has post-secondary education in Business Administration, 5-7 years of customer service experience, and the ability to thrive in a fast-paced environment. Strong problem-solving and interpersonal skills are essential. This position aims to support company growth through exceptional service delivery.

Qualifications

• 5-7 years experience in Customer Service.
• 1-3 years experience in Chemical Distribution support preferred.
• Strong customer service experience and problem-solving ability.

Responsibilities

• Communicate with customers regarding inquiries and order issues.
• Process customer orders and prepare shipping documents.
• Maintain databases and update internal systems.

Skills

Interpersonal skills

Problem-solving skills

Communication skills

Organizational skills

Education

Post-Secondary education in Business Administration

Tools

Microsoft Office (Word, Outlook, Excel)

CHEMPAX or Datacor ERP

Job description

About Our Client

They're a dynamic Canadian specialty chemical distributor that blends scientific expertise with strong global supplier partnerships to serve industries such as food and beverage, personal care, pharmaceuticals, and industrial manufacturing. Known for their entrepreneurial spirit and steady growth, the organization operates with the agility of a close knit team while supporting a broad international network.

Role Overview

As a Customer Service Representative (CSR), you'll be at the heart of delivering an outstanding customer experience, acting as the vital link between customers, suppliers, and the company. In this fast‑paced, dynamic role, you'll provide expert product guidance, respond to inquiries with speed and precision, and turn challenges into solutions. You'll take ownership of the full order lifecycle from entry and tracking to updates, cancellations, and issue resolution while keeping communication clear, proactive, and engaging. Partnering closely with Sales, Quality, and Logistics, you'll help drive seamless operations, anticipate needs, and build strong relationships that ensure every customer interaction is efficient, responsive, and exceptional.

What you will be doing:

Customer Service

• Communicate with customers via phone and e‑mail regarding product and/or service inquiries, order issues, stock availability, and deliveries
• Support the Sales Team in building sustainable relationships with customers through open communication
• Follow up with customers on delivery requirements, dates, and required additional documentation
• Respond to customer complaints by providing appropriate solutions and alternatives in a timely manner and follow up to ensure satisfactory resolution
• Present a positive and professional image of the Company to all visitors, suppliers, and customers
• Perform in accordance with all Company and Customer Service procedures, guidelines, and policies

Order Processing

• Process customer orders and purchase orders to suppliers within the set Company standard
• Prepare shipping documents for the logistics team and documentation as requested/required (e.g., Bill of Lading, Trucking Instructions, Certificates of Analysis, and Weight Tickets)
• Prepare Canadian and US customs clearance documentation
• Perform high‑level investigation and resolution of order errors and/or missing or delayed shipments

Administration

• Maintain databases with documentation supporting all purchase orders and shipments made to customers
• Update notes in required systems on communications and actions taken with customers and internally in a timely manner
• Complete administrative tasks and special projects as assigned by the Customer Service Manager
• Write up Non‑Conformances as required
• Transcribe supplier Certificate of Analysis to the client's Certificate of Analysis format
• Follow up with suppliers with respect to availability of product and supporting information such as Certificates of Analysis and Weight Tickets
• Evaluate and identify opportunities to drive process improvements that impact the customer experience

Requirements

• Post‑Secondary education in Business Administration or equivalent is preferred
• 5–7 years experienced in Customer Service
• 1–3 years experienced in Chemical Distribution support is preferred
• 1–3 years experienced with CHEMPAX or Datacor ERP is an asset
• Proficiency with Microsoft Office (Word, Outlook, and Excel)

Skills

• Exceptionally strong interpersonal and customer service skills
• Solid problem‑solving skills and ability to work within deadlines
• Excellent communication skills both written and verbal
• Strong presentation skills with the ability to think on the spot
• Highly organized

Competencies

• Proficiency with handling multiple inbound / outbound telephone calls
• Demonstrated customer support experience leading to strong strategic relationships
• Ability to respond and adapt to different types of personalities
• Ability to work effectively in a team environment
• Able to deal with multiple priorities and competing demands in a fast‑paced environment
• High ability to problem‑solve, apply creative solutions, and provide meaningful feedback
• Ability to think and strategize quickly
• High sense of urgency
• Strong attention to detail
• Ability to grasp product knowledge quickly

As part of our commitment to inclusivity, diversity, equity and accessibility, our goal is a workforce that reflects the communities we serve. We welcome all qualified applicants to apply including individuals with disabilities, those who identify as Black, Indigenous or persons of color, members of the LGBTQ2S+ community and others.

We are proud to be in compliance with the Accessibility for Ontarians with Disabilities Act (AODA), 2005 and the Integrated Accessibility Standards Regulation. We are happy to honor accommodations at any part of the recruitment process and invite you to let us know how we can help.