Logistics Coordinator
Montreal, QC

Company Description

Xiphos Systems Corporation, founded in 1996, is a vibrant and energetic company in the heart of Montreal’s Plateau area. For over 20 years, we have pushed the envelope of what is possible in NewSpace and secured the trust of various space agencies and space companies around the world. The industry has adopted our design approach and, as a result, we have been experiencing several years of rapid, steady growth and the trend is continuing!

Our vision is to migrate terrestrial computing and network communication techniques into space environments. The company’s expertise in networked processors has evolved into a line of
high-performance, fault-tolerant flight control and sensor processing hardware and software solutions in wide and varied advanced space applications.

Xiphos’ primary markets are small satellites, space station applications, as well as lunar landers and rovers. We have delivered our standard and custom products all over the world and have been essential to many successful space missions. Our current line of standard hardware products includes the highly capable Q-cards and numerous derivatives of, and daughterboards for, the same. With low power consumption, high processing power, excellent robustness, and proven functions available off-the-shelf, our Q-cards are increasingly the preferred solution in the fast-growing field of NewSpace.

Main Tasks

Reporting to the Production Lead, the Logistics Coordinator is responsible for coordinating the efficient movement of materials, goods, and products within the company, and to external customers. This role involves overseeing the shipping and receiving functions, board and parts reception across the company, maintaining inventory and KANBAN stock, and ensuring timely and cost-effective delivery of goods to customers.

The Logistics Coordinator is also responsible for packing electronics, parts, and other requested items, organizing shipments with multiple couriers and third-party couriers as per customer requirements, and ensuring that all shipping and receiving documentation is accurate and properly maintained. Given the mission-critical nature of Xiphos products and the operational demands of the NewSpace industry, a high degree of precision and attention to detail is required. The Logistics Coordinator works closely with the production team, the supply chain team, external carriers, customers, and internal stakeholders to ensure smooth logistics operations.

Key Responsibilities

Shipping & Receiving: Coordinate incoming and outgoing shipments, ensuring all materials and products are properly labeled, documented, photographed, and stored. Verify shipment contents, part numbers, serial numbers, quantities, and documentation carefully to minimize errors and ensure full traceability. Handle the reception of goods across the company. Review and pack items according to packing lists and provided instructions.
Shipment Coordination: Organize shipments with third-party couriers, such as FedEx, based on customer requirements. Coordinate domestic and international shipments, including overseas shipments and all required documentation.
Documentation: Maintain accurate records of shipments, deliveries, inventory counts, pictures of incoming and outgoing items, packing information, and shipping documentation. Review documentation thoroughly to ensure compliance with customer, customs, and AS9100 requirements. Prepare shipping documents, invoices, customs paperwork, and other required documentation as needed.
Database / ERP Management: Consult and update Redmine and ERP systems for any incoming or outgoing Xiphos products. Validate information across multiple tools, including ERP, shipping platforms, packing lists, and customer communications.
KANBAN / Inventory Management: Manage and track KANBAN stock, reorder items as needed, and maintain shipping supplies, packing materials, and related parts to ensure availability.
Customer Service: Serve as a point of contact for internal and external stakeholders regarding shipping and receiving inquiries. Excellent communication is required, as this role involves frequent coordination with customers, couriers, production, supply chain, and internal teams.
Quality Records: Maintain receiving and shipping files as part of AS9100 requirements, ensuring records are complete, organized, accurate, and traceable.

Desirable Knowledge Areas

Experience working with the FedEx waybill and commercial invoice tool
Familiarity with international shipping documentation, customs paperwork, and overseas/GEP country shipment requirements
ERP systems experience; Epicor experience is an asset
Knowledge of KANBAN stock tracking and inventory control
Proper packing and handling of electronics, boards, and sensitive parts

Qualifications

2+ years of experience working in a hands-on shipping and receiving or logistics role. Experience with the safe handling and packing of electronic parts and assemblies an asset
Demonstrated ability to perform detail-oriented work with a high degree of accuracy and consistency in a fast-paced, mission-critical environment
Highly organized, with strong follow-up and documentation skills
Excellent communication and organizational skills
Self-starter and problem-solving abilities
Ability to work under pressure and manage multiple tasks simultaneously
Proficient with the Microsoft Office Suite
Must be able to obtain Canadian government security clearance under the Canadian Controlled Goods Program