Office Administrator

Customer Service and Office Administrator

Location:

Surrey, BC

Job Type: Full-time | On-site

About King Heating Products

King Heating Products is a growing Canadian company specializing in high-efficiency heating and hydronic solutions for the residential and commercial markets.

As our business continues to grow across Canada and the United States, we are looking for a reliable, organized, and customer-focused Customer Service and Office Administrator to join our team in Surrey, BC.

This is a hands‑on role supporting several areas of the business, including customer service, order processing, shipping coordination, warranty administration, and operational data management.

The Role

The Customer Service and Office Administrator will play an important part in the day-to-day operations of King Heating Products.

The successful candidate will be responsible for handling incoming customer communications, entering and following up on orders, supporting shipping activities, maintaining accurate product and serial-number records, and assisting with warranty-related processes.

This role is well suited to someone who is organized, detail-oriented, comfortable working across different departments, and able to manage several tasks throughout the day.

Key Responsibilities Customer Service & Front Office Support

• Monitor and respond to incoming emails.
• Answer incoming phone calls and direct enquiries appropriately.
• Provide day-to-day support to customers, distributors, and internal team members.
• Assist with general administrative and office-related activities as required.

Order Processing

• Enter customer orders accurately into the company system.
• Review open orders and backorders and follow up on items that are ready to ship.
• Prepare packing slips and provide the necessary documentation to the warehouse team.
• Maintain accurate order information and supporting documentation.
• Follow orders through the process from entry to shipment.

Shipping Coordination

• Schedule customer shipments and coordinate daily pickups.
• Work closely with the warehouse team to ensure orders are prepared and shipped correctly.
• Update shipment tracking information.
• Support the flow of information between customers, the warehouse, and internal teams.
• Follow up on outstanding or delayed shipments when required.

Invoicing Support

• Prepare customer invoices based on completed orders for final processing by the Finance team.
• Ensure invoice information is accurate and consistent with order and shipment records.
• Maintain the operational documentation required to support invoicing.
• Coordinate with Finance when order, shipment, or invoice information requires clarification.

Warranty Administration

• Manage warranty-related communications by email.
• Collect and organize the information required to process warranty claims.
• Process website warranty registrations.
• Support warranty requests from distributors and customers.
• Maintain accurate warranty and product records.
• Follow up on warranty information and resolve incomplete or incorrect entries.

Serial Number & Product Tracking

• Maintain accurate serial-number records for products.
• Update tracking and serial-number information in company systems and spreadsheets.
• Support the development of a complete product history from production through shipment and warranty registration.
• Help improve and streamline serial-number tracking processes.
• Ensure product and serial-number information is accurately recorded and easily traceable.

Inventory & Operational Support

• Assist with product and boiler assembly records in the operating system.
• Review and flag inventory or parts discrepancies for the appropriate team to investigate.
• Support backorder and open-order reviews.
• Help maintain accurate operational data in company systems.
• Assist with filing and document management.
• Support Sales, Warehouse, Customer Service, and Finance with operational information when required.

What We’re Looking For Required

• Approximately 1–3 years of experience in customer service, order administration, office administration, sales support, or a similar role.
• Strong organizational skills and attention to detail.
• Comfortable working with order-entry and administrative systems.
• Strong written and verbal communication skills in English.
• Ability to manage multiple priorities and switch between customer service, administration, and operational tasks.
• Comfortable working independently while collaborating closely with other departments.
• A high level of accuracy when entering orders, serial numbers, and customer information.
• A…