Operations Coordinator

Working at Freudenberg: "We will wow your world!" This is our promise. As a global technology group, we not only make the world cleaner, healthier and more comfortable, but also offer our 52,000 employees a networked and diverse environment where everyone can thrive individually. Be surprised and experience your own wow moments.

Freudenberg Flow Technologies is a global provider of critical sealing and connector solutions, niche products and services to the global energy market — including oil and gas, renewables and alternatives. Our strengths in material science, application knowledge, design capabilities and manufacturing capacity, combined with our differentiated product portfolio, are supported by our focus on providing the highest level of customer service. Our employees serve a range of customers including oil and gas production companies, OEMs and engineering and service companies

Some of your Benefits

Health Insurance

Vacation

Company Pension

Personal Development

Welcome to career changers

Why Join Us?
This is an opportunity to lead the transformation of a critical function within a global organization. If you are a proactive, Type A leader who thrives in high-impact, strategic roles, we want to hear from you.

Stoney Creek, ON On-Site Freudenberg Flow Technologies Inc Freudenberg Flow Technologies (FFL) is seeking a proactive and detail-oriented Operations Coordinator to manage daily operations and ensure our office runs smoothly. This is a salaried non-exempt role, meaning you will receive a fixed annual salary and be eligible for overtime pay in accordance with Ontario employment standard OPERATIONS COORDINATOR

Responsibilities

• Data Book Management: Oversee the creation, revision, and maintenance of comprehensive project documentation (“Data Books,” “Data Packs,” or “Data Binders”) for all Customer Contract Purchase Orders (POs) that include a percentage-based holdback pending final data submission approval. Typical holdback values range from 5% to 15% post-shipment.
• Cross-Department Collaboration: Work closely with the QA Manager and Production Administrator to ensure that all documentation complies with the minimum requirements specified in each Contract PO.
• Customer Submission: Submit finalized Data Books to customers following shipment, in accordance with contractual requirements. This includes utilizing customer-specified online platforms (e.g., FusionLive, Aconex) or submitting via email or courier, as directed.
• Customer Acknowledgment and Follow-Up: Confirm receipt of the Data Book by the appropriate customer contact and monitor the approval process to ensure responses are received within the timeframe stipulated in the Contract PO (generally within 2–3 weeks).
• Internal Notification and Invoicing: Upon customer approval of the Data Pack, promptly notify the inside sales team so the Accounts Receivable department can initiate final invoicing for the held-back percentage amount tied to each applicable Contract PO.
• Tracking and Reconciliation: Maintain accurate records of all Data Pack submissions, approvals, and timelines to ensure timely invoicing and the full reconciliation of all booked revenue in coordination with the inside sales, AR, and accounting/finance teams.
• Perform other general administrative duties as required

Qualifications

• 2–4 years of experience in an administrative or office management role
• Strong organizational and multitasking abilities
• Proficient in Microsoft Office (Word, Excel, Outlook) and general office software
• Excellent written and verbal communication skills
• Ability to work both independently and collaboratively
• Knowledge of basic accounting or HR processes is a plus

The Freudenberg Group is an equal opportunity employer that is committed to diversity and inclusion. Employment opportunities are available to all applicants and associates without regard to race, color, religion, creed, gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender identity or expression, national origin, ancestry, age, mental or physical disability, genetic information, marital status, familial status, sexual orientation, protected military or veteran status, or any other characteristic protected by applicable law

Additional Information