Operations Support

IDN Company: IDN-Canada

Title/Position: Operations Support

Type of Position: Full-Time

Location: Toronto, Ontario

Residency: Must be a Canadian Resident

IDN-Canada is a leading security and door hardware distributor providing security products, access control solutions and more to security professionals across Canada. We are currently looking for an Operations Support to join our Toronto, ON team.

The Operations Support is responsible for supporting daily operational & administrative functions across the organization. They will play a crucial role in data entry, records management, and communication coordination between branches & vendors to ensure efficient & effective operations.

The successful candidate will be provided comprehensive training to ensure they are comfortable and confident in their new role. They will learn everything they need from our experienced team members & manager and have ongoing support every step of the way.

A Day In The Life

• Print & maintain an electronic archive of emailed vendor invoices.
• Forward printed invoices to the purchasing team for pricing approval and file approved invoices for shipment receipt.
• Review Vendor Invoice file and question any invoices missing a receipt, especially focusing on those with prompt payment discounts.
• Provide timely approval of inventory receipts as requested by warehouse receivers.
• Follow up daily on purchase order (PO) receipt requests that cannot be approved immediately, which may involve contacting vendors for invoices or obtaining management approval.
• Prioritize flagged POs for prompt payment discount from vendors.
• Estimate & determine any add-ons (freight, duty, brokerage, drop-ship, etc.) that may need to be added to POs before receipt.
• Calculate freight charges using courier websites.
• Maintain a file of received POs awaiting invoices and contact vendors as needed.
• Collect & combine receiving paperwork from all branches, match to vendor invoices, and forward them to Accounts Payable (AP) for payment processing.
• Assist AP in resolving any issues discovered during receipt-to-invoice matching.
• Address branch staff inquiries regarding inbound shipments, shipment receipts, vendor invoices, and other tracking or expediting needs.
• Handle freight invoice disputes, addressing overcharges and unwarranted charges as necessary.
• Assist with freight vendor damage/loss claims and follow up on receipt corrections from vendors, including credit notes or replacement shipments.
• Learn and understand the receiving process within the system to provide backup support, including checking in merchandise and posting POs.
• Process “Direct” PO receipts from vendors to customers and ensure accurate customer invoicing.
• Provide support to operations staff and assist with branch inquiries as needed.
  
  

What You Bring

• Strong organizational skills and attention to detail, especially with file maintenance and document tracking.
• Excellent communication skills to effectively liaise with vendors, purchasing, warehouse, and accounts payable.
• Proficient in Microsoft Office Suite.
• Problem-solving skills and the ability to prioritize & handle multiple tasks effectively.
• Ability to work independently and as part of a team.
• Willingness to learn & grow within the company.
  
  

What We Provide

• Competitive salary with monthly & yearly bonus opportunities
• Life, health, dental, and vision insurance for you and your dependents
• Retirement plan options with company matching
• Paid time off and holidays
• Full training & resources to build your skills and knowledge
• Professional development opportunities
• Friendly and supportive work environment
  
  

Join us today for a long-term career opportunity within a supportive and dynamic company!

Full-time position. Typical hours are Monday to Friday, 8:00am to 4:30pm.

Due to the nature of our business and products carried, candidates must be bondable with no criminal record. Must be legally authorized to work in Canada.

IDN-Canada is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions at IDN-Canada are based on business needs, job requirements, and individual qualifications, without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other status protected by the laws or regulations in the locations where we operate.