Operations Coordinator

Doka’s expertise in formwork technology is unparalleled in the industry and we are proud of the difference we make globally!  “It’s not just formwork – it’s DOKA” is impressively demonstrated worldwide in buildings like the Burj Khalifa (Dubai), in hydroelectric generating stations like the Keeyask (Nelson River in northern Manitoba) – and in parts of the Brenner Base Tunnel (European Alps). Collaborative teamwork of nearly 7000 employees in over 160 distribution/logistics facilities in more than 70 countries is one of the primary reasons behind our success. With more than 150 years of history as a family owned company, we recognize and appreciate our employee’s work every day by rewarding them with flexible work hours, competitive wages, bonuses, training/development opportunities and a comprehensive group benefits program including RRSPs.

As the Operations Coordinator at Doka Canada, you ensure smooth and accurate order processing from start to finish. Reporting to the Customer Operations Manager, and working out of our office in Calgary, you will be the main contact for clients, resolving issues and working collaboratively across departments with a logistics and administrative focus.

Key Responsibilities:

Order Management & Client Service:

• Manage all aspects of customer accounts and the order process (placement, entry, follow-up) using our in-house system. Oversee customer accounts and processing (placement, entry, follow-up) utilizing our in-house order processing system (Discos II).
• Communicate with customers and sales personnel regarding product availability, delivery dates, cancellations, and order status (phone/email).
• Verify accuracy of order confirmations and billing through thorough review.
• Handle high call volume, address inquiries, and resolve order issues promptly.
• Conduct regular data audits to maintain system accuracy.

Project & Inventory Management:

• Oversee project setup, including credit checks, contracts, and preparation of job sites as outlined in the contracts.
• Manage reservations for upcoming projects and ensure demands are sourced.
• Process orders efficiently upon release from engineering.
• Collaborate efficiently with different departments to ensure on-time order fulfillment.
• Manage backorders and ensure they are fulfilled.
• Manage rental returns, conversions to purchases, and close-outs (balancing open field inventory).

Financial Accuracy & Logistics:

• Ensure all associated costs (freight, technical services, pre-assembly) are reflected on invoices.
• Manage freight booking and arrangements.
• Generate accurate and timely invoices reflecting all project costs.
• Issue accurate credits and invoices, maintaining financial integrity 

Education & Experience:

• Degree/diploma in Business or related field is preferred. 
• 1-3 years related experience (customer service, business administration, or logistics preferred).
• Strong interpersonal, communication, organization and follow-up skills along with a strong numerical aptitude required.
• Effectively manages multiple tasks and handles all responsibilities with a strong sense of urgency.
• Strong analytical skills, technical proficiency and effective problem solving skills.
• Strong problem solving skills.
• Able to manage time effectively, take initiative, manage and adjust priorities.  
• Excellent communication skills
• Proficient using Microsoft Office applications.
• Willing and able to learn new products, concepts and techniques and computer software programs.
• Team player able to work independently in a results-driven, fast-paced environment.

Characteristics for success:

• Leadership: Act as a role model, setting ethical standards and contributing to the team’s development, embodying our principles of acting as role-models and leaders. 
• Entrepreneurial Spirit: Exhibit an entrepreneurial mindset with a passion for winning and the motivation to take ownership and accountability.
• Communication: Possess excellent communication skills and the ability to interact effectively with all levels of management and staff, ensuring that knowledge and experience are shared across the organization.
• Analytical Thinking: Demonstrate strong analytical skills, with the ability to think strategically and envision the broader picture of the company’s goals.
• Adaptability: Be agile and flexible, able to manage multiple tasks in a fast-paced, deadline-driven environment, and act responsibly towards the optimized use of resources.