Customer Service and Order Coordinator

Role Overview

PheedLoop is looking for a highly organized, detail-oriented, and customer-focused Customer Service and Order Coordinator to join our Logistics team.

In this role, you will be responsible for coordinating badge and lanyard orders from initial submission through final delivery, ensuring orders are processed accurately, deadlines are met, and clients receive a smooth and reliable experience. You will work closely with clients, external vendors, and internal teams to manage order details, coordinate design files and approvals, track production timelines, and resolve day-to-day order issues.

This is an excellent opportunity for someone who enjoys working in a fast-paced environment, managing multiple priorities, and taking ownership of tasks from start to finish.

Core Competencies

• Organization & Attention to Detail: Ability to manage multiple orders, track important details, and maintain accuracy throughout the order process.
• Customer Service & Communication: Strong written and verbal communication skills, with the ability to provide clear, timely, and professional updates to clients and vendors.
• Ownership & Accountability: Takes responsibility for assigned orders, follows through on commitments, and proactively addresses potential delays.
• Time Management & Prioritization: Comfortable managing competing deadlines, urgent requests, and changing priorities.
• Problem Solving: Able to identify order issues, follow established processes, and escalate complex situations when needed.
• Collaboration & Adaptability: Works effectively with internal teams and external partners while learning new systems and processes.

Responsibilities

Order Processing & Management

• Process and coordinate badge and lanyard orders from initial submission through final delivery.
• Accurately enter and maintain order details, including quantities, product specifications, design requirements, and delivery deadlines.
• Track order progress using internal systems, ensuring information remains accurate and up to date.
• Send onboarding and order-related communications to clients, ensuring they understand the next steps and required information.
• Manage multiple active orders simultaneously while maintaining accuracy and meeting deadlines.

Vendor & Supplier Coordination

• Coordinate with external suppliers to submit orders, confirm production timelines, and follow up on shipments.
• Monitor vendor deadlines, production schedules, and shipping updates to ensure timely fulfillment.
• Identify potential supplier delays and proactively communicate issues to the appropriate internal team members.
• Support alternative fulfillment arrangements when needed to minimize order disruptions.

Design Files & Proof Management

• Collect design files and artwork from clients, ensuring all required materials are received on time.
• Review submitted files against established printing specifications and request corrections when necessary.
• Coordinate design proofs with vendors and clients, tracking revisions and approvals before production.
• Ensure approved designs and order specifications are accurately communicated to suppliers.

Order Deadlines & Fulfillment

• Monitor order deadlines and proactively follow up with clients on outstanding files, approvals, or information.
• Coordinate urgent and rush orders while balancing competing priorities.
• Identify orders at risk of delay and take appropriate action or escalate issues when needed.
• Collaborate with internal logistics teams to coordinate badge and lanyard deliveries alongside other event equipment shipments.

Customer Service & Delivery Coordination

• Serve as a point of contact for clients regarding badge and lanyard order updates, timelines, and general inquiries.
• Provide timely and professional responses to straightforward order-related questions.
• Track shipments, confirm successful deliveries, and ensure orders are properly closed out.
• Escalate complex client concerns or fulfillment issues to senior team members when appropriate.

Process Improvement & Documentation

• Maintain accurate order records and support updates to internal standard operating procedures.
• Learn and follow established workflows while identifying opportunities to improve order accuracy and efficiency.
• Participate in structured onboarding and training to gradually take ownership of the complete order process.

What You Will Bring

• 0-1 years of experience in customer service, order processing, administrative coordination, operations, or a related role (is preferred)
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills, with a customer-first mindset.
• Ability to manage multiple tasks and deadlines without losing track of important details.
• Comfortable using spreadsheets, order management platforms, and other digital tools.
• A proactive approach to following up, resolving issues, and ensuring tasks are completed on time.
• Strong problem-solving skills and the ability to recognize when an issue requires escalation.
• Willingness to learn new processes, systems, and product specifications.
• Ability to work collaboratively with clients, vendors, and internal teams.

Nice to Have

• Previous experience in order fulfillment, print production, e-commerce operations, or logistics coordination.
• Familiarity with managing design files, print specifications, or client proof approvals.
• Experience coordinating with external suppliers or tracking production and shipping timelines.

Perks that hit different

🩺 Enjoy 100% employer-paid health coverage because your well-being matters.

🚇 Work from an office directly connected to the TTC subway, making your commute smooth and stress-free.

🍜 Join team lunches, learning opportunities, and company outings that make growth and networking part of the experience.

🚀 Be part of an ambitious, high-performance culture surrounded by people who love building big things.

🎤 Get exposure to major conferences, global brands, and large-scale live events powered through technology.

The Kind of People We’re Looking For

We’re looking for ambitious people who work hard, think big, solve problems fast, and know how to enjoy the journey along the way. On a small team like ours, your impact won’t be “someday” it’ll be immediate. You’ll take on real responsibility early, move quickly, and help power events experienced by thousands of attendees around the world. Your work at PheedLoop will matter from day one. Learn more about what it’s like to work at PheedLoop by visiting our Careers Page

Please note: This role is an existing vacancy. We do not use artificial intelligence or automated decision-making tools in our hiring process.