Order Fulfillment Specialist

Malteries Soufflet; Montreal (administrative region); Hybrid; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Hybrid working schedule

Job summary

Soufflet Malt in Montreal, QC is seeking an Order Fulfillment Representative to oversee order management, customer service, and on-time delivery. You will coordinate with carriers, warehouses, and internal teams to ensure accurate invoicing and load documentation.

The role requires strong attention to detail, excellent communication, and ability to resolve issues, with hybrid work and exposure to ERP systems (D365) in bulk order-to-cash processes.

Qualifications

• Exceptional attention to detail for systems execution accuracy.
• Strong work ethic and desire to ensure tasks meet or exceed expectations.
• Effective multi-tasking in a fast-paced environment with focus on accuracy and communication.
• Professional relationship-building with colleagues, customers, and service providers.
• Ability to read and interpret transportation industry documentation.

Responsibilities

• Liaise with customers, internal teams, and external warehouses to handle an order from customer receipt through to invoicing, including follow-up issues resolution.
• Verify customer orders meet contract parameters, enter them into the ERP, and confirm with the customer.
• Create and distribute load documentation to carriers and warehouses.
• Ensure coverage and execution of loads against milestones and identify risks to delivery.
• Manage carriers and warehouses at the tactical daily operations level.
• Arrange special transportation for expedited, diverted, and/or consolidated shipments.
• Communicate with the quality team regarding complaints and resolution actions.
• Proactively work with carriers to provide required information for smooth transportation.
• Assist with resolving quality issues including routing a return and NCR reports.
• Review and decide on inventory stocking levels and stock transfer shipments.
• Assist accounting in diagnosing invoicing discrepancies related to pricing/transportation data.
• Support order management exceptions handling per SOPs.
• Monitor third-party warehouse performance and report failures to Order Fulfillment management.
• Lead updates to internal documents/ERP configurations as changes occur.
• Function as order management and customer point of contact for shipment questions.
• Train team on the system and lead order management initiatives.
• Ensure backup coverage during vacations or out-of-office days.

Skills

Attention to detail

Communication

Multitasking

Problem solving

ERP systems (D365)

Tools

D365 ERP

Job description

The Order Fulfillment Representative is a key team member of Soufflet Malt’s Supply Chain Team. As a member of this team, you will ensure the daily success of order management, customer service, on-time pickup & delivery, finished goods inventory management, and bulk warehouse coordination. Your attention to detail and commitment to resolving issues as they arise will be critical to creating the seamless order fulfillment processes that Soufflet Malt strives to achieve. Strong communication skills, cross-collaboration, and a team player attitude will help support the resolution of business process improvement opportunities, system optimization, customer order resolution, bulk warehouse management, and inventory management. You are not only the go-to person for the larger team to root cause and problem-solve systemic issues but also are the key user/administrator and trainer of Soufflet Malt’s ERP system, D365, as pertains to bulk order-to-cash management. You will help ensure its accurate configuration and be the front line of defense in identifying and resolving issues.

ESSENTIAL FUNCTIONS

• Liaise with customers, internal teams, and external warehouses to handle an order from customer receipt through to invoicing, including any follow-up issues resolution.
• Verify customer customer-submitted orders meet contract parameters, enter them into the ERP, and confirm with the customer.
• Create and distribute relevant load documentation to carriers and warehouses.
• Ensure coverage & execution of loads against relevant milestones and identify risks to successful delivery.
• Management of carriers and warehouses at the tactical daily operations level
• Arrange special transportation for expedited, diverted, and/or consolidated shipments.
• Communicate to and work with the quality team regarding complaints and support problem resolution, including entry of non-conformance reports and follow-up on required action items.
• Proactively work with carriers so that they have the required information to ensure a smooth transportation process.
• Assist with resolving quality issues including routing a return, filing an NCR report, and coordinating replacement shipments.
• Review, assess, and make decisions regarding inventory stocking levels and manage stock transfer shipments.
• Assist with the accounting team in diagnosing/resolving invoicing discrepancies that need further research concerning pricing and/or transportation data.
• Support order management exceptions handling processes per SOPs.
• Monitor third-party warehouse performance and report failures to Order Fulfillment management for tracking and review.
• Take the lead on updating internal documents/ERP system configurations as changes occur or to correct errors.
• Function as an order management and customer point of contact to answer questions related to shipments.
• Train team on the system and lead company initiatives from an order management standpoint
• Ensure backup coverage during co-worker vacations or out-of-office days.
• Train team on the system and lead company initiatives from an order management standpoint

KNOWLEDGE SKILLS AND ABILITIES

• Exceptional attention to detail for systems execution accuracy and exception identification/resolution
• Strong work ethic and desire to ensure tasks are done to meet or exceed expectations.
• Effective multi-tasker in a fast-paced environment with a focus on accuracy, follow-through, and communication.
• Professional relationship-building skills with colleagues, customers, and service providers.
• Great interpersonal skills with the ability to influence others.
• Desire to work independently within an office environment.
• Ability to read and interpret transportation industry documentation (rate contracts, rate details, BOLs (bills of lading)

WORKING CONDITIONS

• Typical standard office environment most of the time, may visit a production facility, warehouse, or farm on occasion. Must be able to wear of required personal protective equipment and adhere to all safety protocols.
• Some travel required
• Hybrid working schedule