Operations & Office Coordinator

Job Description

Job Description

Position Overview

We are seeking an organized, detail-oriented, and adaptable professional who thrives in a fast-paced, multi-tasking environment. In this role, you will serve as a central coordination point for office operations and business workflows while supporting the management team in maintaining operational continuity and customer satisfaction.

The role will also provide administrative and operational support to the Managing Director and leadership team to help drive organizational efficiency and business growth.

This position is ideal for someone who enjoys taking ownership, improving processes, and contributing to a growing business environment.

Key Responsibilities

1. Office Administration & Coordination

• Serve as the primary point of contact for the Mississauga office, including managing incoming phone calls, emails, visitors, and general inquiries.
• Maintain a clean, organized, and professional office environment.
• Manage office supplies, facility coordination, and vendor relationships.
• Handle incoming/outgoing mail, courier coordination, and document organization.
• Maintain organized digital and physical filing systems.

2. Operations & Order Coordination Support

• Assist with customer order processing, invoicing, quotations, and purchase order coordination.
• Support inventory tracking and data management through ERP/inventory systems.
• Coordinate with warehouse and logistics teams regarding shipments, packing lists, delivery schedules, and shipping documentation.
• Follow up on order status, backorders, and customer requests.
• Assist in maintaining accurate operational documentation and reporting.

3. Customer Service & Sales Support

• Provide professional customer support and communication via phone and email.
• Assist sales and operational teams with administrative coordination.
• Support customer follow-ups, documentation requests, and order updates.
• Help maintain strong customer relationships and service quality.

4. Team Collaboration & Operational Continuity

• Cross-train across administrative and operational functions to provide reliable team support during absences or peak periods.
• Prepare reports, spreadsheets, meeting summaries, and presentations as needed.
• Support internal communication and special operational projects.
• Assist in workflow improvements and operational efficiency initiatives.

Qualifications & Skills

•   Experience: 2–4 years of experience in office administration, operations coordination, customer service, or a similar multi-functional role.
•   Industry Performance: Experience within a supply chain, logistics, warehouse, distribution, manufacturing, or industrial environment is strongly preferred.
•   Education: Post-secondary diploma or degree in Business Administration, Operations, Supply Chain, or a related field.
•   Core Competencies:
• Strong organizational and multitasking abilities with excellent attention to detail.
• Ability to prioritize tasks independently in a fast-paced environment.
• Professional communication and interpersonal skills.
• Positive, proactive, and solution-oriented mindset.
• Technical Skills
• Strong proficiency in Microsoft Office (particularly Excel for tracking data and reporting).
• Experience with ERP, CRM, or inventory management systems (e.g., Zoho, SAP, Sage, or similar platforms) is considered a strong asset.
• Highly comfortable learning new digital tools, workflow automation platforms, and business systems.

Hydroperfect International Inc. - HPI Canada - is a leading provider of precision hydraulics and high-performance fluid power solutions across North America. As a proud subsidiary of HPI SAS France—a global leader with nearly 60 years of engineering and manufacturing excellence—we deliver elite technical solutions to a wide range of industrial, mobile, and commercial sectors.

Operating from Mississauga, HPI Canada is currently undergoing an exciting organizational transformation. We are actively scaling our operations to unlock massive growth potential across North America. We are focused on building a highly efficient, collaborative, and modern work environment from the ground up, where talented individuals can grow alongside us and be a core part of this transformation journey.

Company Description

Hydroperfect International Inc. - HPI Canada - is a leading provider of precision hydraulics and high-performance fluid power solutions across North America. As a proud subsidiary of HPI SAS France—a global leader with nearly 60 years of engineering and manufacturing excellence—we deliver elite technical solutions to a wide range of industrial, mobile, and commercial sectors. \r\n\r\nOperating from Mississauga, HPI Canada is currently undergoing an exciting organizational transformation. We are actively scaling our operations to unlock massive growth potential across North America. We are focused on building a highly efficient, collaborative, and modern work environment from the ground up, where talented individuals can grow alongside us and be a core part of this transformation journey.