Program Administrator

Hendriks Greenhouses•Lincoln, ON

5d•CA$21 - CA$24

About The Position

The Program Administrator will be responsible for accurately entering customer transactions into the ERP system, generating invoices and POs while ensuring compliance with CFIA requirements for U.S. shipments. This role involves staying informed on product updates and market trends, maintaining customer files, and performing product tracking and sales data analysis. The administrator will forecast PO requests, coordinate with the logistics team for efficient shipping, and manage PO entry and activation. They will also track order deliveries, facilitate scheduling changes, update customer master information, and book plant material and containers. Key responsibilities include maintaining relationships with customer buyers and coordinators, communicating logistic information, tracking warehouse credits, and managing customer inventory data. The role also provides support for customer shows, meeting setups, quality control checks, printing UPC labels, and assisting the customer service team with order entry and general support.

Requirements

Strong computer, data entry skills (Microsoft Office Suite is required).
Self-motivated, able to balance multiple priorities.
Detail oriented with strong organizational skills.
Strong customer service skills.
Strong written and verbal communication skills.

Nice To Haves

2-5 years of Customer Service experience preferred.

Responsibilities

Accurately enter customer transactions (orders, pre-orders, quotes) into the ERP system.
Generate customer invoices and PO's while ensuring compliance with Canadian Food Inspection Agency (CFIA)'s requirements for U.S. shipments.
Stay informed on product updates, market trends, and customer preferences through training sessions, meetings, trade shows, or industry reading.
Maintain accurate and current customer files and records.
Product tracking and sales data analysis. Preparation of tracking and past data sheets.
Forecast daily Purchase Order 'PO' requests and communicate with the buyer PO team based on current sales, seasonal market requirements and past sale trends.
Plan and coordinate with Hendriks Logistics team to ensure all POs ship efficiently to reduce costs and avoid delivery delays.
Ensure PO entry, activation, corrections and assisting Logistics customs needs.
Track and ensure timely shipment and delivery of customer orders.
Facilitate scheduling changes in order entry or planning due to internal requirements, buyer requests or shipping restrictions with assistance from Hendriks Logistics and communicate recommendations with customer and the Hendriks teams.
Updating internal customer master information, notes and administration.
Book plant material and containers from inventory against POs.
Maintain relationship and communicate with customer's CAN/US Buyer Assistants/ Inventory Control Specialists & regional Coordinators for updating and administrative purposes along with 3rd party contract coordinators.
Communicate logistic/delivery information to US regional coordinators including planned delivery schedules, appointment schedules, updates and track progress. Canada communication to inventory control specialist when required.
Track and correspond with warehouse credit/RTV requirements and ensure Hendriks has information as required.
Customer inventory data upkeep and communication to buyer.
Back up logistics custom documentation and administrative requirements as needed.
Assistance with building/gathering samples for customer shows.
Assistance with prepping for meeting setups.
Assistance with checking quality control in greenhouse and local stores.
Assist in printing UPC labels and provide backup support to the customer service team.
Assist customer service team as needed with order entry.