Location: Temiskaming Shores, Ontario
Reports to: Purchasing and Supply Chain Manager
Employment status: Part-Time

Schedule: Approximately 20 to 24 hours per week
Compensation: $21.00 - $24.00 per hour, based on skills and experience, plus 8% in lieu of benefits

About Three H

Three H is a leading manufacturer of commercial office furniture specializing in laminate. Rooted in Northern Ontario, Three H partners with manufacture sales representatives and dealers across North America to create spaces where people feel they belong.

We're a growing company with Northern roots, and we care as much about how we treat people as about what we make. This role puts that promise into action: it's how our dealers and sales partners get the samples and literature they need to bring Three H to their customers.

As the Sample Fulfillment Coordinator, you will manage Three H's sample and literature requests from receipt through shipment. You will be responsible for accurately processing requests, maintaining sample and literature inventory, preparing materials for shipment, and keeping requesters informed throughout the fulfillment process.

You'll work closely with the Product Manager, Sales Directors, the Warehouse and Operations teams, and Three H's U.S. sample fulfillment partner to support time-sensitive requests and maintain accurate inventory and shipment records. Your regular tasks will also include handling courier and mail, preparing production documents, and providing general administrative support. Sample fulfillment is the primary responsibility, and support duties are scheduled around fulfillment volume, which may vary from week to week.

This role is well suited to someone who is organized, dependable, and comfortable managing detailed work independently. Accuracy matters. So does noticing when something doesn't look right and checking with the right person before it goes out the door.

What You’ll Do

Sample and Literature Request Management

• Monitor the dedicated sample and literature request email during scheduled working hours.
• Review incoming requests for completeness and follow up when required information is missing.
• Determine whether requests follow the standard fulfillment process or require overnight review.
• Enter approved requests accurately in the MRP system and maintain clear records of each transaction.
• Handle personal, shipping and courier account information appropriately and confidentially.
• Prioritize requests based on timing, availability and established fulfillment procedures.

Standard Fulfillment from New Liskeard

• Pick requested samples and literature from inventory.
• Confirm products, finishes, quantities and shipping information against the original request.
• Inspect materials before shipment to confirm they are clean, current, accurate and free from visible damage.
• Select appropriate packaging and pack materials securely to reduce the risk of damage in transit.
• Prepare shipping labels and courier documentation using the approved shipping method.
• Record shipment details in the MRP system.
• Provide tracking information to the requester once materials have shipped.

Quality Control

• Hold damaged, outdated, discontinued or otherwise unsuitable materials from shipment and advise the Product Manager.
• Follow direction from the Product Manager before removing, replacing or disposing of materials.
• Identify and report recurring quality, packaging or inventory concerns.

Inventory Management

• Maintain accurate sample and literature inventory movements in the MRP system.
• Receive, organize and store newly produced samples and literature in the designated fulfillment area.
• Keep storage and packing areas organized, accessible and ready for accurate picking and counting.
• Complete a physical inventory count every two months and reconcile results against the MRP system.
• Investigate inventory variances and report discrepancies, low-stock items and replenishment needs to the Product Manager.
• Follow approved processes for inventory adjustments.

U.S. Overnight Fulfillment Coordination

• Act as the day-to-day contact for Three H's U.S. Sample Fulfillment Partner.
• For overnight requests, confirm the need and freight responsibility with the Sales Director responsible for the region.
• Send complete approved requests and shipping instructions to the U.S. partner in time to support the noon Eastern cutoff.
• Obtain shipment confirmation and tracking information from the U.S. partner.
• Record samples and quantities shipped and provide tracking details to the requester.
• Review quarterly partner inventory information and coordinate approved replenishment with the Product Manager.
• Report service, inventory or quality concerns involving the U.S. partner to the Product Manager.

Shipment Support and Communication

• Respond to questions about shipment status.
• Coordinate follow-up on damaged, lost, incorrect or incomplete shipments.
• Maintain accurate fulfillment records to support program review and planning.

Reporting

• Prepare a quarterly fulfillment summary for the Product Manager covering request volumes, standard and overnight activity, samples and quantities shipped, inventory discrepancies, replenishment needs, shipping or quality concerns and requests delayed due to unavailable inventory.

Inventory availability, request volume, approvals, system availability, courier schedules and the coordinator's scheduled working hours may affect individual requests.

Sample fulfillment and overnight escalations take priority. Weekly work orders and courier pickups are time-bound and built into the schedule; other support duties are completed as fulfillment volume allows. The Purchasing and Supply Chain Manager sets priorities when demands conflict.

Office and Production Support

• Print and distribute weekly batch work orders and current instruction sheets for scheduled batches.
• Process outgoing small parcels and documents, book courier pickups and act as the main contact for courier drivers.
• Receive, log and route incoming parcels and mail, and prepare outgoing mail.
• Maintain courier account records and review courier invoices for billing errors before they go to Accounts Payable.
• Other related duties as assigned.

What You’ll Bring

• Strong attention to detail and a consistent approach to quality.
• Clear written and verbal communication skills, including by phone.
• Ability to follow defined processes and maintain accurate records.
• Ability to organize work, manage changing priorities and respond appropriately to time-sensitive requests.
• Comfortable using email and standard Microsoft Office applications.
• Comfortable learning an MRP system, inventory procedures and courier tools.
• Able to work independently while knowing when to ask for direction.

·         Dependable and considerate when working with requesters, Sales Directors, the Product Manager, Warehouse and Operations teams and external partners.

• High school diploma or equivalent.
• Previous experience in fulfillment, shipping, inventory control or customer service is considered an asset.
• Experience using an ERP or MRP system is considered an asset.
• Familiarity with courier systems, shipping labels and shipping documentation is considered an asset.

This role may be suitable for an entry-level candidate with the right attention to detail, organization and willingness to learn. Training will be provided on Three H systems, fulfillment processes and quality expectations.

Health & Safety

• Work in accordance with the Occupational Health and Safety Act, O. Reg. 851 (Industrial Establishments), and Three H health and safety policies and procedures.
• Report all hazards, incidents, near misses, and injuries to your supervisor right away.
• Wear required personal protective equipment, including CSA approved steel toed footwear and eye protection in required areas.
• Follow WHMIS requirements and take part in health and safety training.
• Support the Joint Health and Safety Committee and keep work areas clean and safe.

Working Environment

• Work is performed at Three H's New Liskeard facility and includes both computer-based work and work in the warehouse, sample storage, office and meeting areas.
• The role requires regular standing, bending, reaching, retrieving inventory, packing shipments and moving sample boxes or cartons, lifting up to 60lbs.
• Approximately 20 to 24 hours of work per week are expected. Final working days and hours will be determined based on business needs, including appropriate coverage for time-sensitive fulfillment requests, weekly production work orders and courier pickups.

Join Us

If you're organized, take pride in getting the details right, and enjoy knowing your work helps our sales partners and customers see Three H at its best, we'd like to hear from you.

Three H is committed to an inclusive workplace, and we welcome applicants of all backgrounds, identities, and experiences. Accommodations are available on request at any stage of the hiring process — just let us know what you need.

Let's unlock the joy of work — together.

How to Apply

Email cover letter and resume to hr@three-h.com

This posting is for an existing vacancy.
Artificial intelligence tools may be used to assist in screening or assessing applications for this position.