Front Office Coordinator

 

Join the DiCAN team

At DiCAN Inc., we are passionate about building lasting relationships, delivering innovative fleet management solutions, and providing world-class customer service. We believe in accountability, teamwork, continuous improvement, and staying ahead through a relentless focus on our customers.

We are seeking a highly organized and proactive Front Office Coordinator to support the day-to-day operations of our office and help deliver exceptional experiences for our customers, vendors, and team members.

 

Position Summary

The Front Office Coordinator plays a critical role in creating a welcoming and efficient environment while supporting the operational excellence that allows DiCAN to deliver industry-leading solutions and service. This position works closely with Operations, Product, Scheduling, Finance, and Leadership to help ensure products, shipments, orders, and administrative front office activities are organized and moving efficiently. 

 

What You'll Do

Front Office & Customer Service

• Answer and direct incoming phone calls professionally and efficiently.
• Greet customers, vendors, couriers, and visitors.
• Manage incoming and outgoing mail and deliveries.
• Coordinate office supplies and general office needs.
• Act as the first point of contact for internal and external inquiries.

Administrative & Operational Coordination

• Support day-to-day office administration and operational activities.
• Coordinate incoming and outgoing shipments and related documentation.
• Assist with order processing, tracking, and vendor communication.
• Maintain organized records and filing systems.
• Support invoice matching, purchase order tracking, and administrative follow-up.

Cross-Functional Support

• Work closely with Operations, Scheduling, Finance, and Leadership teams.
• Monitor outstanding items and proactively follow up to ensure completion.
• Communicate delays, issues, and updates to the appropriate stakeholders.
• Identify opportunities to improve processes and administrative efficiencies.

What You Bring

•          Post-secondary education in Business Administration, Office Administration, or a related field is considered an asset.
•          Minimum of three (3) years of experience in an administrative, office coordinator, front desk, customer service, or operations support role.
•          Experience working in a fast-paced environment with multiple competing priorities and frequent interruptions.
•          Previous experience supporting multiple departments and coordinating with vendors, customers, and internal stakeholders is preferred.
•          Advanced proficiency in the Microsoft Office Suite, particularly Excel, Outlook, Word, and Teams.
•          Strong working knowledge of Excel functions, including formulas, sorting and filtering data, Pivot Tables, and lookup functions (VLOOKUP/XLOOKUP).
•          Experience working with ERP, CRM, inventory management, or accounting software is considered an asset.
•          Experience with shipping, courier, or logistics software is considered an asset.
•          Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
•          Strong problem-solving skills with the ability to identify issues, investigate discrepancies, and follow through to resolution.
•          Excellent attention to detail and accuracy.
•          Strong verbal and written communication skills.
•          Professional and customer-focused approach with exceptional interpersonal skills.
•          Ability to build and maintain positive working relationships with customers, vendors, and team members.
•         A proactive and adaptable approach, with a willingness to take initiative and support the changing needs of the business.

What Success Looks Like

• Calls and visitors are handled professionally and promptly.
• Deliveries, orders, and shipments are coordinated accurately.
• Internal teams receive timely and proactive support.
• Problems are identified early and resolved efficiently.
• The office runs smoothly, and team members know they can rely on you.

Why Join DiCAN?

• Be part of a Canadian-owned organization that values relationships, accountability, and innovation.
• Work in a collaborative and supportive team environment.
• Contribute to a growing organization that is committed to exceptional customer service and continuous improvement.
• Play a key role in keeping our operations running smoothly and efficiently.

Accommodations

DiCAN is committed to providing accessible employment practices that follow the Accessibility for Ontarians with Disabilities Act (AODA). Upon request, we will, in consultation with the applicant, determine the nature of any accommodation that may be required.