Order Management & Customer Operations Coordinator

Quantum Management Services Ltd; Bolton; On-site; CAD 65,000 - 75,000; Full time

Job summary

Quantum Management Services Ltd. seeks an organized Order Management & Customer Operations Coordinator in Bolton, ON. This on-site role owns daily order processing, supports customer relationships, and coordinates between sales, inventory and warehouse operations.

You will be the go-to person for order accuracy, communications, and process improvements, with potential to grow within a growing Canadian business. Monday–Friday, 8:00 a.m.–5:00 p.m. on-site.

Qualifications

• Experience in order management and sales administration.
• Experience in manufacturing/building materials is desirable.
• Strong understanding of end-to-end order-to-fulfillment.
• Experience with ERP/inventory or order processing systems; Dynamics valued.
• Excellent communication and customer service.
• Highly organized with attention to detail.
• Able to work independently in a small team.

Responsibilities

• Manage the full order cycle, from inquiries to invoicing and coordinating pickups.
• Respond to customer and dealer inquiries by phone and email with accurate product and order info.
• Process and maintain customer orders with accurate product details, quantities, and pricing.
• Coordinate with sales, warehouse, and internal teams to ensure accurate orders.
• Monitor inventory availability, provide stock updates, and resolve discrepancies.
• Support the external sales team with order administration and quotations.
• Maintain customer and order records using ERP systems.
• Assist with invoicing and front-office support as needed.
• Identify opportunities to streamline processes and enhance customer experience.

Skills

Order management

Customer service

ERP systems

Dynamics

Inventory coordination

Communication skills

Attention to detail

Team collaboration

Independent work

Job description

Position: Order Management & Customer Operations Coordinator

Location: Bolton, ON (Fully On-Site)

Salary: $65,000–$75,000

Position Type: Full-Time, Permanent

Posting Type: Open vacancy

Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m.

Take the Next Step in Your Career with a Growing Canadian Business!

We are recruiting for an exciting opportunity with a well-established and growing Canadian company specializing in premium building and outdoor living products.

We are seeking an organized and customer-focused Order Management & Customer Operations Coordinator to take ownership of daily order processing, support customer relationships and ensure seamless coordination between sales, inventory and warehouse operations.

This is an excellent opportunity for an experienced professional who enjoys being the go-to person, thrives in a hands‑on environment and is ready to take on greater responsibility. As the business continues to expand, there is also potential to help shape and grow the order management function.

What You'll Do:

• Manage the full order cycle, from receiving customer inquiries and processing orders through to invoicing and coordinating customer pickups.
• Respond to customer and dealer inquiries by phone and email, providing accurate information on product availability, pricing and order status.
• Process and maintain customer orders, ensuring accuracy across product details, quantities, pricing and documentation.
• Coordinate with sales representatives, warehouse personnel and internal teams to ensure orders are prepared accurately and efficiently.
• Monitor inventory availability, communicate stock updates and resolve order discrepancies or customer concerns.
• Support the external sales team with order administration, product information, quotations and customer follow-up.
• Maintain accurate customer and order records using inventory management, accounting and ERP systems.
• Assist with invoicing, administrative documentation and occasional front-office customer support.
• Identify opportunities to streamline processes, improve order accuracy and enhance the overall customer experience.

What We're Looking For:

• Previous experience in order management, sales administration, customer operations, order processing or a similar role within a product-based business.
• Experience in manufacturing, wholesale distribution, building materials, industrial supplies or a related industry is highly desirable.
• Strong understanding of the order-to-fulfillment process, including order entry, inventory coordination and invoicing.
• Experience working with ERP, inventory management or order processing systems; Microsoft Dynamics experience is highly valued.
• Excellent communication and customer service skills, with confidence handling telephone inquiries and working directly with customers and business partners.
• Exceptional organization, accuracy and attention to detail, with the ability to manage competing priorities.
• A proactive, resourceful and solutions-oriented professional who takes ownership of responsibilities and follows through.
• Ability to work independently while collaborating closely with a small, supportive team.

Why Join?

Join a successful and growing Canadian business where your experience and contributions will make a real impact. You'll have the opportunity to take ownership of an important business function, build strong relationships across the organization and contribute to improving daily operations.

With continued business growth and plans to expand the team, this position also offers the potential to develop into a more senior or leadership-focused role.

All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.