The Fulfillment & Distribution Associate plays a critical role in ensuring accurate and timely processing, packaging, and delivery of orders across our network. This role is responsible for managing all fulfillment operations, including inventory tracking, order accuracy, vendor coordination, and shipping logistics. The ideal candidate is organized, proactive, and able to drive process improvements while meeting tight deadlines and maintaining a high standard of service.

Reporting Responsibilities

The Fulfillment & Distribution Associate reports directly to the VP, Corporate Services.

Education Required

• A degree or diploma from a recognized college or university is required.

Decision Making: (if applicable)

• Ability to plan projects that may take up to 2 years to complete.

Skills, Knowledge and Experience

• 2 to 4 years proven experience in fulfillment, shipping/receiving, or supply chain.
• Strong working knowledge of inventory and order management systems (e.g., Business Central, SharePoint).
• Excellent organizational and time management skills with attention to detail.
• Ability to lift and move packages (up to 50 lbs) and stand for extended periods.
• Strong communication and customer service orientation.
• Proficiency with Microsoft 365 (Excel, Outlook, SharePoint, Forms).
• Ability to manage and track metrics, KPIs, and operational data.
• Experience with barcoding systems or fulfillment automation is a plus.

Specific Responsibilities

Order Management

• Process incoming orders from campuses and departments via internal systems.
• Create packing slips and ensure all items are accurately picked and packed.
• Manage courier bookings and shipping label creation using standard platforms (e.g., Canada Post, FedEx).
• Coordinate and prioritize same-day and expedited orders.
• Track and resolve fulfillment errors, discrepancies and order corrections.
• Manage the backorder process, including campus communication and restock tracking.
• Assist in selecting and procuring new products/materials.

Inventory Management

• Perform regular inventory checks and reconciliations.
• Update inventory data in Business Central and other tracking systems.
• Receive and log new stock deliveries, ensuring accurate counts and conditions.
• Conduct monthly or quarterly cycle counts.
• Track and manage damaged or defective stock with appropriate logging and follow-up.
• Monitor low-stock alerts and initiate reorder process.

Administrative & Reporting Tasks

• Maintain fulfillment records (packing slips, shipping receipts, etc.).
• Update and manage the department’s fulfillment calendar.
• Communicate proactively with campuses on fulfillment timelines and updates.
• Log and analyze errors and operational issues; prepare weekly reports on key metrics.
• Support special projects such as new franchise openings, promotional kits, or return audits.
• Monitor the activities of the department to ensure adherence to timelines, helping identify and resolve issues as they arise.

Ecommerce Project Support

• Assist in researching and implementing ecommerce solutions in the upcoming year, contributing to the project panning and execution phases.
• Help in the design and implementation of systems that will support ecommerce sales and logistics.

System & Tools

• Utilize Business Central for order processing and inventory tracking.
• Maintain fulfillment trackers in Microsoft Excel, SharePoint and/or Microsoft Lists.
• Operate courier booking systems efficiently and troubleshoot when necessary.

Quality & Process Improvement

• Uphold quality control standards for all outbound shipments and packaging.
• Conduct quality inspections on returned or restocked items.
• Recommend and help implement improvements to increase efficiency and reduce errors.

Other

• Help track and report on key performance metrics for the fulfillment process.
• Maintain a culture of high-quality customer service and customer communication.
• Assist with warehouse organization, labeling, shelves and boxes as required.
• Other duties and tasks as may be assigned.

Working Conditions: (if applicable)

Could be requested to work on some evenings and weekends.

To promote cooperation, inspire confidence, and release the genius in every child.

Spirit of Math is an equal opportunity employer and adheres to equitable hiring, employment and promotion practices. The positions are open to all qualified applicants, including men, women, persons with disabilities, members of visible minorities, Aboriginal persons and other groups protected by human rights laws. We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.