Order Desk & Inventory Specialist

About the role

The Order Desk & Inventory Specialist is responsible for timely fulfilment of client and project site requests by managing orders for standard and custom products. They ensure warehouse stock levels support rapid delivery and keeps stakeholders informed on order status as well as maintain the Master Product List, conducts pricing analysis, and collaborate with the Supply Chain & Deployable Assets Manager to evaluate vendors, secure competitive quotes, and manage preferred supplier agreements. This role is responsible for all client estimates and assists Finance with pricing for RFQs and tenders.

This is a full-time in person role based out of our Leduc, office. The hours are 8:00 am until 4:30 pm Monday to Friday.

Key responsibilities

Order Management
•    Coordinate and process orders for both standard and custom products.
•    Ensure timely fulfilment of client and project site requests.
•    Monitor and manage order status updates to clients and field teams.
•    Work with Supply Chain Assistant to ensure orders are picked and shipped in a timely manner.

Inventory Oversight
•    Maintain optimal warehouse stock levels to support rapid order fulfilment.
•    Ensure key items are consistently available in agreed-upon quantities.
•    Conduct inventory counts weekly as part of a perpetual inventory count.

Product & Pricing Management
•    Maintain and update the Master Product List in procurement software
•    Conduct pricing analysis for listed items to support accurate quoting and budgeting.

Vendor Coordination
•    Support the Supply Chain & Deployable Assets Manager to evaluate vendor performance.
•    Obtain competitive quotes regularly to ensure cost-effectiveness.
•    Establish and review preferred supplier agreements for key vendors.

Business Development
•    Prepare detailed estimates for client requests.
•    Support the Finance team with pricing and supply data for RFQs and tenders.

Process, Systems & Quality Improvement
•    Understand and uphold service standards for Medical Supply Services, ensuring full compliance and escalating any instances of non-compliance.
•    Identify opportunities to improve the accuracy and reliability of inventory and order management systems.
•    Monitor key performance indicators (KPIs) to assess process effectiveness and drive continuous improvement initiatives.
•    Support the development and documentation of standard operating procedures (SOPs) to ensure clarity and consistency across operations.
•    Participate in audits and quality reviews, contributing to corrective actions and long-term solutions.

Support to Supply Chain, Fleet & Operations Department
•    Provide support with other duties as required and requested by management 

About you

Required Skills and Knowledge
•    Proficiency in using procurement and inventory management software to process and track orders and analyse inventory reports.
•    Ability to conduct and reconcile inventory counts.
•    Familiarity with budgeting and quoting process.
•    Skills in evaluating vendor performance and negotiating supplier agreements.
•    Understanding of financial principle related to pricing and cost effectiveness
•    Ability to satisfy the clients in providing a good delivery service and in continuously improving it
•    Strong Excel skills
•    Previous experience and demonstrated understanding of the logistics surrounding remote sites deployment.
•    Relevant experience in customer service.

Required Competencies 
•    Attention to detail
•    Good communicator.
•    Problem solving ability 
•    Prioritisation and time management
•    Adaptable to changing demands, urgent requests and evolving systems.
•    Even tempered and patient.
•    Team player.

Required Work Experience 
•    Minimum 2 years experience in order management and fulfilment
•    Previous experience in management of vendors preferred.

Required Languages 
•    English is essential