Operations Coordinator

About HearingLife Canada

HearingLife Canada, and National Affiliated Partners, is the largest provider of hearing healthcare service in Canada. Working in unison with the National Campaign for Better Hearing's awareness campaign (campaignforbetterhearing.org), our core philosophy is to provide life-changing hearing care while increasing awareness of the effects of hearing loss and the benefits of hearing devices.

Across Canada, HearingLife consists of over 350 hearing healthcare clinics proudly united behind one simple vision, “To help more people hear better.”

Success Criteria

At HearingLife, we value team members who are dedicated, detail-oriented, and committed to excellence. Your role in merchandise inventory management and corporate office administration is integral to our continued success in providing exceptional hearing healthcare solutions to our clients. Join us in making a difference in the lives of those with hearing needs.

The Operations Coordinator will play a pivotal role in maintaining and enhancing our administration of merchandise inventory, internal directories, vendor accounts and online sales platforms. They will also contribute to the smooth operation of our corporate office.

Responsibilities and Key Activities

Your responsibilities will include, but are not limited to:

• Mail and Parcel Processing: Receiving and processing incoming mail and parcels related to Operations, ensuring that all correspondence and materials are appropriately handled and dispersed. You will be responsible for sorting and appropriately labelling and organizing all incoming shipments.
• Processing Outgoing Shipments: You will be responsible for efficiently processing outgoing shipments, which includes Assisted Listening Devices (ALDs), batteries, accessories, and stock aids. Your attention to detail ensures that our clients receive their orders promptly.
• Stock Room Maintenance: Collaborating with colleagues to maintain and organize the HearingLife portion of our stock room, actioning proper disposal and storage of supplies, ensuring that all supplies and resources are easily accessible.
  Head Office Stock and Inventory: You will be tasked with overseeing stock and inventory at our head office, ensuring that it is well-organized and readily accessible when needed.
• Inventory Monitoring: You will continuously monitor our clinic's Hearing Aid and ALD inventory, identifying any stale products and opportunities for clearance to optimize our offerings.
• Outbound Shipping: Fulfilling outbound shipments related to Operations, guaranteeing that all necessary items are dispatched promptly and efficiently, and are tracked appropriately.

Corporate Office Administration:

• Directory Management: You will take ownership of the accuracy and up-to-date information within our clinic and operational directories, ensuring that our records are comprehensive and reliable, (ie. Address Updates, Handling Closures, Employee Updates, etc.)
• Freshdesk: You will be expected to provide quick and efficient support within our online ticketing system for requests relevant to your roles and responsibilities. You are expected to maintain specific KPIs (response time, resolution time, etc.).
• Basic Bookkeeping: Your role includes basic bookkeeping tasks such as entering online order sales into our order management system, conducting daily sales reconciliations, and ensuring that funds are deposited in the bank as required.
• Supply & Merchandise Portal Management: Your responsibilities extend to creating and managing clinic accounts for various supply and merchandise vendors. You will also advocate for terms and pricing that are favorable to HearingLife.
• Real Estate: You will play a supporting role in the setup and creation of Accounts and Portals relevant to our Real Estate Team for new and acquired Clinics.

Requirements, Experience and Considerations

• Diploma or Degree, preferably in either logistics or business, is a strong asset
• Experience in a corporate operations or other administrative role
• Hearing Healthcare experience is an asset
• Ability to lift up to 15 lbs

Required Behaviours

The incumbent is required to behave in accordance with our Demant Values:

• We create trust – We value the opinions of our customers and colleagues. We promote a work environment based on inclusion, honesty, integrity and respect. We always keep our promises.
• We are team players – We collaborate and network effectively across the whole organization. We take initiative and help each other to achieve our ambitious goals.
• We create innovative solutions – We challenge ourselves to improve and find new, value-adding solutions. We are curious to share ideas and insights to increase our collective innovativeness.
• We apply a can-do-attitude – We always look for opportunities to win the business and do our best to add value to our customers. We find solutions and act.

Key Competencies

• High computer literacy. You will be using a variety of software applications and will regularly be required to learn new systems quickly, as well as contribute to the enhancement of internal ERP-like systems.
• Proficiency with excel, including use of formulas, tables, and understanding how to leverage excel to complete tasks more efficiently vs manual methods
• Continuous Improvement is a fundamental requirement for this role, as we seek individuals who are committed to refining processes, optimizing efficiencies, and actively contributing to the ongoing enhancement of our operations.
• Strong written and verbal communication skills

Equal Opportunities

At HearingLife, we’re committed to fostering an inclusive and diverse workplace. HearingLife Canada is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. Should you require an accommodation throughout the interview process please do not hesitate to reach out to a member of our Talent Acquisition team today.

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