Customer Service Administrator

University Health Network • Toronto, ON

3d • CA$30 - CA$45 • Onsite

About The Position

The Materials Management department is seeking a Customer Service Administrator (CSA) to support daily supply chain operations and help ensure reliable, responsive, and customer-focused service for clinical and non-clinical areas across UHN. Materials Management plays a critical role in supporting patient care by ensuring the right products are available in the right place at the right time. Our team oversees the flow of essential medical and operational supplies across the hospital, from receiving and inventory management to distribution to clinical and non-clinical departments. In this role, you will contribute to the daily operations of the Materials Management team by providing administrative and coordination support, helping ensure efficient processes, positive customer service, and continuity of supply across sites. Working closely with the Materials Management Supervisor and Manager, the CSA will support supply cart management, inventory processes, staff coordination, reporting, and issue resolution in a fast-paced healthcare environment.

Requirements

• Completion of a minimum two-year community college program in Business Administration, Supply Chain, Materials Management, or a related field, or recognized equivalent.
• Four to six years of practical related experience, or equivalent on-the-job training.
• Strong knowledge of inventory control, quota management, reconciliation, and supply chain processes.
• Proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Hands-on experience with handheld scanners, barcoding systems, and related supply chain technology.
• Strong organizational, time-management, problem-solving, and follow-up skills.
• Excellent interpersonal and communication skills, with the ability to work collaboratively with clinical teams, leadership, support staff, vendors, and external partners.
• Ability to manage competing priorities in a fast-paced healthcare environment while remaining calm and adaptable under pressure.

Nice To Haves

• Experience or familiarity with ERP systems such as SAP is considered an asset.
• Knowledge of Occupational Health & Safety requirements and Infection Prevention and Control standards is an asset.

Responsibilities

• Support the Materials Management Supervisor/Manager with daily coordination of support staff, including assigning, monitoring, and following up on shift duties.
• Manage supply cart processes for the low-unit-of-measure stockless program, including quota reviews, usage analysis, and customer follow-up.
• Assist with annual supply cart reviews by reviewing inventory usage, cost, quota levels, and customer needs.
• Coordinate barcode creation, placement, and maintenance on supply carts in partnership with Top-Up staff.
• Manage internal Stat Stores inventory, including substitutions, unique items, inventory levels, and monthly reconciliation of book value to on-hand inventory.
• Support year-end physical inventory count activities and provide required reporting to the Materials Management Manager.
• Help resolve Cardinal JIT DC issues, including shipping errors, reporting concerns, and follow-up with internal and external partners.
• Support new item linking, unit-of-measure changes, vendor revisions, and warehouse setup requirements for Internal Stores.
• Monitor Purchase Order variances and Accounts Payable payment issues in consultation with the Supervisor.
• Promote a safe, clean, organized work environment while following Occupational Health & Safety and IPAC standards.

Benefits

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP)
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree