Order Desk Support

Inspired HR•Calgary, AB

2d•Onsite

About The Position

This Order Desk support role provides administrative support to the Order Desk and Dispatch teams by maintaining accurate operational records, preparing daily documentation, coordinating communications, and assisting with customer requests. This role is essential to keeping daily operations organized and running efficiently in a fast-paced environment where priorities frequently change. Success in this role requires someone who thrives in a constantly changing environment, can confidently manage multiple competing priorities, and possesses outstanding attention to detail. The ability to communicate effectively with customers and internal operations teams while maintaining a high level of accuracy is essential. The purpose of this role is to provide dependable administrative support that enables the Order Desk and Dispatch teams to operate efficiently by ensuring accurate documentation, organized workflows, and timely communication.

Requirements

Administrative experience in a fast-paced office environment.
Excellent organizational, time management, and multitasking skills.
Strong attention to detail and problem-solving abilities.
Advanced proficiency in Microsoft Excel, Outlook, and Word.
Strong written and verbal communication skills.
Excellent customer service and interpersonal skills.
Ability to work independently while contributing to a collaborative team.

Nice To Haves

Experience supporting Dispatch, Logistics, Transportation, Manufacturing, Construction, Ready-Mix Concrete, or similar operations.
Experience using ERP, dispatch, scheduling, or order management software.
Experience working in a high-volume, customer-focused environment.

Responsibilities

Prepare and maintain daily schedules, reports, spreadsheets, and operational documentation.
Update customer information, pricing, orders, and operational records with accuracy.
Monitor shared inboxes, prioritize requests, and direct inquiries to the appropriate team members.
Provide administrative support to the Order Desk and Dispatch teams, including order entry and backup coverage during peak periods.
Maintain organized electronic and paper filing systems and ensure documentation is current and accessible.
Compile reports, identify discrepancies, and resolve issues with internal stakeholders.
Support special projects and continuous improvement initiatives as assigned.
Provide professional, responsive service to customers and internal teams.
Communicate effectively with Dispatch, Sales, Operations, Accounting, and Plant personnel.
Respond to customer inquiries or redirect requests as appropriate.
Build positive working relationships while supporting daily operational needs.
Prioritize multiple tasks while meeting deadlines in a fast-paced environment.
Assist with maintaining efficient office processes and supporting changing operational priorities.
Contribute to a collaborative team focused on operational excellence and customer service.