Operations Administrative Coordinator - Head Office
# Operations Administrative Coordinator - Head Office **ITN Food Corporation** · Woodbridge, ON · `On-site` 🕒 **Статус:** *Опубликовано: 2 дня назад* · *Источник: Indeed* --- ### About the Role Operations Administrative Coordinator – Head Office Location: Woodbridge, Ontario – On-site Role. Employment Type: Full-time, Permanent Salary: CAD $45,000 per year Schedule: Monday to Friday Current Shift: 2:30 p.m. to 11:00 p.m. About ITN Food Corporation ITN Food Corporation is a Canadian food manufacturer, importer, and distributor with more than 30 years of experience serving customers across Canada. We manufacture and distribute a broad range of food products and serve retail, wholesale, food-service, independent, and major mainstream customers. We are seeking an organized, resourceful, and detail-oriented Operations Administrative Coordinator to join our Head Office Operations team in Woodbridge, Ontario. Position Overview The Operations Administrative Coordinator supports the day-to-day order management, invoicing, delivery coordination, branch coordination, customer communication, reporting, and administrative activities of ITN’s Head Office operations. The role works closely with Head Office Management, Sales, Warehouse, Logistics, Finance/Accounting, customers, drivers, carriers, and ITN branch locations to ensure orders are processed accurately, deliveries are coordinated effectively, operational records are maintained, and outstanding matters are followed through to completion. As part of the Head Office team, the successful candidate will also help coordinate operational requirements between Head Office and ITN’s branches, including order-related matters, inventory and shipment coordination, delivery requirements, reporting, documentation, and follow-up on operational issues. In addition to core operations responsibilities, the successful candidate will provide broad operational and administrative support to Management across a variety of functions and priorities. The role therefore requires strong multitasking ability, advanced Excel skills, sound judgment, resourcefulness, strong follow-up, and the ability to adapt quickly to changing business requirements. Key Responsibilities Order Processing & Invoicing - Receive, review, enter, and process customer orders accurately through the ERP system. - Verify customer information, products, quantities, pricing, availability, and delivery requirements. - Amend orders as required and ensure approved changes are accurately documented. - Prepare and generate accurate customer invoices and supporting documentation. - Review orders and invoices for discrepancies and coordinate corrections where required. - Monitor open, incomplete, delayed, or priority orders and follow up until resolved. - Maintain accurate customer, order, invoice, and transaction records. - Coordinate order-related requirements with Sales, Warehouse, Logistics, customers, and other departments. Delivery & Logistics Coordination - Coordinate daily customer deliveries with Warehouse, drivers, carriers, Sales, Management, and other operational teams. - Prepare and maintain delivery schedules and communicate priorities. - Schedule and dispatch shipments using company drivers and third-party carriers as required. - Support efficient route planning and utilization of available transportation resources. - Confirm order and product readiness before dispatch. - Follow up on delivery delays, shortages, damages, rejected deliveries, returns, and documentation issues. - Maintain accurate delivery and proof-of-delivery records. - Communicate delivery changes and operational issues promptly to the appropriate internal departments and branches. Operations Support - Provide day-to-day operational and administrative support to Head Office Operations & other functions. - Coordinate operational requirements and communications between Head Office and ITN branch locations. - Assist branches with order, invoicing, shipment, delivery, documentation, reporting, and other operational matters as required. - Follow up with branch personnel regarding outstanding operational issues and required actions. - Assist with operational reports, spreadsheets, data analysis, documentation, scheduling, customer and vendor coordination, and other Head Office requirements. - Support Management in monitoring outstanding operational matters and ensuring required actions are completed. - Prepare information and reports required for operational review and decision-making. - Assist with special projects, process improvements, administrative assignments, and other operational priorities. - Help maintain consistency in operational processes, records, and reporting between Head Office and branch locations. - Adapt to changing requirements and support a variety of operational functions as business needs evolve. Cross-Functional Coordination - Work closely with Sales regarding customer orders, changes, shortages, pricing issues, priorities, and delivery requirements. - Coordinate with Warehouse and Logistics regarding product availability, order preparation, fulfillment, shipping, and delivery priorities. - Liaise with ITN branch locations regarding inter-branch requirements, orders, inventory, shipments, documentation, and other operational matters. - Coordinate with Finance/Accounting where order, invoicing, customer account, payment, or documentation issues require follow-up. - Communicate with Management and other departments to resolve operational issues. - Follow up with relevant stakeholders until assigned actions are completed. - Escalate significant delays, discrepancies, customer concerns, delivery issues, or operational risks when required. Customer & Administrative Support - Respond professionally to routine customer inquiries regarding orders, deliveries, invoices, product availability, and related matters. - Manage operational correspondence through email, telephone, and other approved communication channels. - Maintain organized electronic and physical records. - Support document control, filing, data entry, reporting, and general office administration. - Prepare correspondence, reports, spreadsheets, and operational documentation as required. - Assist in maintaining an organized and professional office and customer-facing area. - Perform additional duties as assigned to support Head Office and company operations. Reporting & Data Management - Prepare and maintain reports relating to sales orders, invoicing, deliveries, outstanding issues, branch activities, and other operational requirements. - Use Excel to organize, analyze, reconcile, and present operational information. - Monitor data for errors, exceptions, discrepancies, and incomplete information and follow up as required. - Maintain accurate and complete records to support Management reporting. - Consolidate information received from branches and other departments when required. - Assist Management with operational data analysis and reporting. - Identify recurring operational issues and support the implementation of practical process improvements. Required QualificationsExperience - 1 - 2 years of relevant experience in order processing, invoicing, operations coordination, logistics, customer service, distribution administration, office administration, or a related role. - Hands-on experience with customer order entry and invoicing using an ERP or accounting system. - Experience coordinating deliveries, shipments, logistics activities, or multiple operational priorities is preferred. - Experience working with multiple departments, locations, branches, customers, or stakeholders is an asset. - Experience in food, CPG, distribution, wholesale, manufacturing, importing, or another physical-product environment is preferred. Technical Skills - Experience with Sage ERP platform, Simply Accounting, or a comparable ERP/accounting system. - Strong Excel proficiency, including VLOOKUP/XLOOKUP, PivotTables, formulas, sorting, filtering, data reconciliation, and working with large data sets. - Strong working knowledge of Microsoft Outlook and Word. - Strong data-entry accuracy and ability to work confidently with transactional information. - Ability to prepare and maintain spreadsheets, operational reports, invoices, delivery records, and related documentation. Skills & Competencies - Strong organization and attention to detail. - Ability to manage multiple priorities simultaneously and meet deadlines. - Resourceful and able to take ownership of assignments with limited supervision. - Strong follow-up skills and the ability to ensure matters are completed rather than left unresolved. - Comfortable supporting Head Office Management across a variety of operational and administrative functions. - Ability to coordinate effectively with multiple branches, departments, and stakeholders. - Strong verbal and written communication skills. - Practical problem-solving ability. - Strong clerical and administrative skills. - Ability to work effectively with Sales, Warehouse, Logistics, Finance/Accounting, customers, branches, and Management. - Flexible and adaptable to changing operational priorities. - Results-oriented with a strong sense of accountability. - Able to remain organized and accurate in a fast-paced environment where priorities may change throughout the day. Work Requirements - This is a full-time, fully on-site position at ITN Food Corporation’s Woodbridge Head Office. - The position is currently scheduled Monday to Friday, 2:30 p.m. to 11:00 p.m. - Candidates must be flexible and available to work any assigned shift between 7:00 a.m. and 11:00 p.m., depending on business and operational requirements. - Work schedules and shift assignments may change from time to time based on the Company’s operational needs. - Weekend work may be required as needed. - The position requires flexibility to support changing operational requirements across Head Office and branch operations. - Must be comfortable working in a fast-paced food distribution environment. - Must be legally authorized to work in Canada. Compensation & Benefits - CAD $45,000 per year - Paid time off. - On-site parking. - Employee discounts. - Training and development opportunities. How to Apply Candidates with relevant experience in order processing, invoicing, ERP systems, advanced Excel, delivery/logistics coordination, reporting, multitasking, and administrative operations support are invited to apply through Indeed.ca or submit an updated resume to hr@itnfoodcorp.com. Pay: $45,000.00 per year Benefits: - On-site parking - Paid time off Application question(s): - Are you proficient in Excel, including VLOOKUP/XLOOKUP, PivotTables, formulas, sorting, filtering, and data analysis? - Do you have hands-on experience with customer order entry and invoicing using Sage Platforms, Simply Accounting, or another ERP/accounting system? - The current shift is Monday to Friday, 2:30 p.m. to 11:00 p.m. Are you available to work this shift and also flexible to work other assigned shifts between 7:00 a.m. and 11:00 p.m. based on business requirements? - Are you comfortable managing multiple priorities while coordinating with Sales, Warehouse, Logistics, customers, Management, and other company locations? Work Location: In person
Наблюдалась 2026-10-04, впервые 2026-10-02, источник — Indeed.