Workflow Coordinator (Production Operations Coordinator)

Purpose of the Position

Are you someone who enjoys solving problems, working with people, and making sure nothing falls through the cracks? Do you thrive in a fast-paced environment where your work directly impacts customer satisfaction and operational success?We are looking for a highly organized, detail-oriented, and proactive Workflow Coordinator (WFC) to become the vital link between our Canadian and Mexico Operations teams. In this role, you will help ensure that every order flows smoothly through production, issues are resolved quickly, and customers receive their hearing solutions on time.This is more than an administrative position—it is an operational coordination role where communication, ownership, teamwork, and continuous improvement make a real difference every day.If you enjoy collaborating with others, embracing challenges, improving processes, and contributing to a positive team culture, we'd love to hear from you. 

The Workflow Coordinator serves as the production liaison between Canadian Operations and Mexico Operations, ensuring seamless communication and timely execution of subcontracted orders.This role is responsible for reviewing, preparing, coordinating, and transferring production orders while proactively resolving issues that may impact turnaround time, quality, or customer expectations. The Workflow Coordinator also supports operational excellence by identifying improvement opportunities and contributing to a collaborative, high-performing team environment. 

Strong communication skills in English is required. Spanish is not required. 

This is an entry-level position. Training will be provided on the job. 

Job Type: Full-Time Permanent

Work Setting: In-Person (Kitchener, ON)

Responsibilities

Order Coordination & Workflow Management

• Review, prepare, and transfer production orders to Mexico accurately and on time.
• Create, update, and modify customer orders within the production system.
• Register customer information, including ear impressions and 3D scanned files.
• Verify the accuracy and completeness of imported and entered order information.
• Update work centers and production status in Navision to ensure accurate workflow tracking.
• Monitor workflow from Canadian Operations through Mexico Operations to ensure orders move efficiently through the production process.
• Identify and resolve workflow bottlenecks to minimize delays.

Communication & Collaboration

• Act as the primary communication link between Canadian Operations and Mexico Operations regarding production orders.
• Respond promptly to inquiries from internal teams and production partners.
• Follow up with appropriate departments to ensure timely resolution of kickouts, production issues, and order discrepancies.
• Maintain clear and professional communication while managing multiple priorities. 

Quality & Operational Excellence 

• Ensure all orders meet company standards before transfer.
• Monitor and resolve kickout orders promptly to maintain production flow.
• Follow established Quality Management System (QMS) work instructions and operational procedures.
• Identify opportunities to improve workflow efficiency, quality, and customer experience.
• Support Lean and Continuous Improvement initiatives within the department. 

Team Responsibilities 

Every member of our team contributes to our culture of collaboration and continuous improvement.You will:

• Work toward departmental goals for quality, turnaround time, productivity, and customer satisfaction.
• Participate actively in daily meetings and team discussions.
• Share ideas that improve processes and eliminate waste.
• Cross-train and support teammates during changes in workload, staffing, or business priorities.
• Help train and mentor team members when needed.
• Maintain accurate production records and reports.
• Report equipment, software, or process issues promptly.
• Maintain a safe, organized, and productive work environment.
• Follow all company policies, procedures, and quality standards.
• Additional duties may be assigned by the Manager or Director of Operations to support business needs. 

Education and Related Experience

• High School Diploma or equivalent.
• Proficiency with Microsoft Office applications.
• Comfortable working with computer-based production systems.
• Strong communication and interpersonal skills.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities in a dynamic production environment.

Details of the Position

Problem Solving/Judgement and Decision Making: 

Routinely follows established processes and procedures. Occasionally consults with the Manager for assistance with any technical issues that may arise.

Supervision Received: 

Primary reporting relationship is to the Manager – Production or Team Lead. Assignments are performed under general supervision, normally receiving instructions on routine work and new assignments.

Supervision Exercised: 

Has no supervisory responsibilities but may provide guidance and training to less experienced employees in the department or functional area.

Internal and External Contacts: 

Routinely interacts with other team members of the Production team, counterparts in Mexico facility and the Director of Operations.

Health & Safety – Personal Protective Equipment:  

There is no current mandatory or recommended PPE for this position.