Operations Support

Venus Consultancy; Toronto; On-site; CAD 55,000 - 75,000; Full time

Job summary

Venus Consultancy is seeking an Operations Support Specialist in Toronto to manage international logistics, billing, and admin tasks from shipment pre-approvals to invoicing and issue resolution. The role requires attention to detail and strong analytical skills in a fast-paced environment.

Responsibilities include pre-approvals, ISFs, data entry into Epicor Prophet 21, tracking shipments, and coordinating with warehouses to resolve issues, as well as processing invoices and supporting SOP

Qualifications

• 3+ years of experience in international logistics (billing and administrative experience is a plus).
• Strong attention to detail, accuracy, and integrity in handling logistics and billing processes.
• Ability to multi-task and prioritize in a fast-paced environment.
• Analytical thinker who can approach problem-solving at macro and micro levels.
• Excellent verbal and written communication skills.

Responsibilities

• Coordinate with the team on pre-approvals for pending shipments.
• Vet, file (via customs broker), update, and log Importer Security Filings (ISFs) based on shipment details from suppliers.
• Enter shipping details into Epicor Prophet 21 (order management system).
• Track Full Container Loads (FCLs) and Less than Container Loads (LCLs) through sea, rail, and trucking portals, as well as freight forwarders.
• Update Logistics Management Sheet from Port of Departure to Empty Return.
• Notify internal teams and warehouses (customers) about shipment issues and assist in finding quick resolutions.
• Prepare and send final shipping document bundles to warehouses.
• Verify and submit import clearance documents to U.S. and Canadian customs brokers.
• Ensure Material Test Reports (MTRs) conform to industry standards and special customer requirements.

Skills

International logistics

Billing

Administration

Attention to detail

Analytical thinking

Multi-tasking

Communication skills

Microsoft Office

Epicor Prophet 21

Education

Post-secondary education

Tools

Epicor Prophet 21

Job description

Job Title: Operations Support International Logistics, Billing, and Administration
Location: Toronto
Work Schedule: 8:30 AM 5:00 PM (Fully On-Site)

About the Role

We are seeking a detail-oriented and proactive Operations Support Specialist to join our team. This role plays a crucial part in managing international logistics, billing, and administrative tasks, ensuring seamless operations from shipment pre-approvals to invoicing and issue resolution. If you thrive in a fast-paced logistics environment, have strong analytical skills, and enjoy problem-solving, we'd love to hear from you.

Key Responsibilities

Logistics & Operations Support

• Coordinate with the team on pre-approvals for pending shipments.
• Vet, file (via customs broker), update, and log Importer Security Filings (ISFs) based on shipment details from suppliers.
• Enter shipping details into Epicor Prophet 21 (order management system).
• Track Full Container Loads (FCLs) and Less than Container Loads (LCLs) through sea, rail, and trucking portals, as well as freight forwarders.
• Update Logistics Management Sheet from Port of Departure to Empty Return.
• Notify internal teams and warehouses (customers) about shipment issues and assist in finding quick resolutions.
• Prepare and send final shipping document bundles to warehouses.
• Verify and submit import clearance documents to U.S. and Canadian customs brokers.
• Ensure Material Test Reports (MTRs) conform to industry standards and special customer requirements.

Billing & Administrative Support

• Process shipment invoicing in Epicor Prophet 21.
• Generate and issue special charge invoices as needed.
• Validate and process third-party logistics and service provider invoices to ensure proper billing to warehouses.
• Assist with non-conformance report resolution, including investigating, issuing credits, debits, and invoices.
• Act as primary backup for clerical and administrative tasks during vacations or peak workload periods.
• Assist in continuous improvement initiatives and support knowledge management in Epicor Prophet 21.
• Update assigned Standard Operating Procedures (SOPs) as required.
• Participate in other relevant projects as they arise.

Qualifications & Skills

• 3+ years of experience in international logistics (billing and administrative experience is a plus).
• Strong attention to detail, accuracy, and integrity in handling logistics and billing processes.
• Ability to multi-task and prioritize in a fast-paced environment.
• Analytical thinker who can approach problem-solving at both macro and micro levels.
• Excellent verbal and written communication skills.
• Strong interpersonal and emotional intelligence skills to collaborate effectively with various teams.
• Proficiency in Microsoft Office Suite (Intermediate-Advanced level).
• Experience with Epicor Prophet 21 or other ERP/order management systems is an asset.
• Some post-secondary education preferred.

Why Join Us?

• Opportunity to work in a dynamic, fast-paced logistics environment.
• Hands-on experience with international shipments, billing, and process improvement.
• A collaborative team culture with opportunities for learning and growth.