Supply Chain & Customer Administrator - Hybrid

Location: Summerland, BC / Hybrid

Department: Supply Chain

Reports to: Director of Supply Chain

Status: Full Time

Job Description

The Supply Chain & Customer Administrator is the day-to-day point of contact for customer orders and outbound shipping, providing administrative and data support to the Supply Chain team: confirming next-day orders with carriers, allocating third-party warehouse inventory, setting up temperature-monitored shipments, managing carrier invoices and shipping records, and keeping customers, customer platforms and the shared order inbox up to date. This position works closely with the Supply Chain team, customers, internal and third-party warehouses and carriers.

Combining strong organizational skills, high attention to detail and clear communication, the Supply Chain & Customer Administrator keeps information flowing between customers and internal teams, takes ownership of recurring administrative tasks, and frees the Supply Chain team to focus on planning and problem-solving in a fast-paced environment.

Position Requirements

• 2+ years of administrative experience, ideally in customer service, shipping, logistics, supply chain or food manufacturing.
• Customer service experience, with a professional, responsive approach to customer communication by phone and email.
• Working knowledge of shipping documentation (bills of lading, proof of delivery, carrier invoices); experience with temperature-monitoring devices is an asset.
• Strong data entry accuracy and attention to detail; comfortable reconciling documents (orders, bills of lading, warehouse reports, invoices) line by line.
• Proficiency in MS Office (Excel, Outlook, Word, Teams, SharePoint) and Adobe; intermediate Excel skills (lookups, filters, basic formulas).
• Familiarity with ERP system(s) and customer order portals; experience entering sales orders is an asset.
• Effective business communication skills; appropriate English usage, including spelling, grammar, and punctuation.
• The ability to organize, set priorities and manage multiple, rapidly changing deadlines.
• Able to exercise independent judgment within established guidelines while using discretion and upholding confidentiality.
• Collaborative nature and willingness to bring creative, pertinent ideas to the team.
• A mindset of continuous improvement and process standardization.
• Demonstration of the highest ethical standards and trustworthiness always.
• Professionalism in all representations of the company. Willingness to travel as job requires.

Position Responsibilities

Outbound Shipping & Carrier Administration

• Verify outbound orders scheduled for the next business day against assigned carriers.
• Allocate inventory to outbound orders shipping from third-party warehouse(s) based on their supplied inventory reports; reconcile report quantities to the ERP and flag shortages or discrepancies.
• Create TempTale temperature-monitoring shipments based on the devices the internal warehouse assigns on the day of each outbound order, ensuring each device is linked to the correct order.
• Monitor in-transit temperature alarm notifications and route them promptly to the Supply Chain team.
• Create and manage freight carrier purchase invoices based on the loads carriers build for outbound orders; update for adjustments and accessorial charges and resolve discrepancies with the Supply Chain team and Accounts Payable.
• Receive and file bills of lading and proof-of-delivery documents from carriers as required, keeping records complete and retrievable for audits, claims and invoicing.

Customer Service & Order Processing

• Serve as the primary contact for customer order inquiries, establishing and maintaining professional relationships and resolving questions on order status, delivery and documentation in a timely manner.
• Receive customer quality claims, send acknowledgement to the customer and notify applicable internal team members to determine next steps.
• Update outbound order details and shipment information on customer-specific third-party platforms and portals.
• Ensure accurate company and product information on portals, such as adding new item details to vendor compliance platforms, adjusting contact information when needed, etc.
• Tracking subscription renewal timelines by monitoring an up-to-date list of all pertinent platforms with detail on owners, renewal timing and costs and proactively flagging action items when needed.
• Support the set-up of new customers and vendors and/or updating of their required records by completing new item forms, contact info questionnaires, etc.
• Assign categories to and file messages in the shared customer and order processing email inbox so requests are tracked and nothing is missed.
• Enter sales orders into the ERP system as secondary backup when required.

Reporting & Team Coordination

• Schedule Supply Chain meetings, prepare agendas, record notes and follow up on action items.
• Act as backup for shipping coordination during periods of team coverage.
• Assist in maintaining a clean and functional work environment.
• Perform other duties as assigned by manager.

Mission Statement

Pioneering market-disrupting solutions through leading-edge science to elevate the way we farm and transform the way the world eats.

Okanagan Specialty Fruits (OSF) pioneers tree fruit breeding and innovation, specializing in bioengineered apples that reduce food waste and enhance freshness. Its flagship product, Arctic® apples, grown in Washington, USA, stays orchard-fresh longer. A vertically integrated company, OSF advances sustainable fruit solutions. Learn more at www.okspecialtyfruits.com