Administrative & Operations Coordinator – Food Production Facility
Job Type: Full-time, Permanent
Location: 129 Railside Road, Toronto, Ontario
Work Location: In person
About Summerhill Market
Summerhill Market is a boutique grocery store chain in Toronto specializing in scratch-made prepared foods, baked goods and carefully selected ingredients.
Our Railside food production facility is the backbone of our business. With more than 150 employees working across food production, bakery, packaging, warehousing and delivery, the facility produces many of the products that set Summerhill Market apart and supports our seasonal catering program.
We are looking for a capable and highly organized Administrative & Operations Coordinator to help keep this busy operation running smoothly.
Position Summary
Reporting directly to the Director, the Administrative & Operations Coordinator provides administrative and operational support to the Director, Plant Manager and senior management team.
This position is a central point of coordination for the Railside food production facility. Responsibilities include employee administration, delivery and driver coordination, maintenance follow-up, recordkeeping, scheduling, communication, seasonal catering support and general operational assistance.
This is not a traditional desk-only administrative position. The successful candidate must be comfortable working in a fast-paced food production environment, communicating with employees at all levels and taking ownership of issues from the initial request through to completion.
We are looking for someone who notices what needs attention, establishes priorities, follows up persistently and helps ensure commitments and deadlines are met.
Key ResponsibilitiesAdministrative and Leadership Support
- Provide day-to-day administrative support to the Director, Plant Manager and senior management team
- Prepare correspondence, reports, meeting notes, schedules, trackers and other operational documents
- Coordinate meetings and maintain organized follow-up lists for assigned actions and deadlines
- Assist with expense reports, invoices, purchase documentation and recordkeeping
- Maintain accurate electronic and physical filing systems
- Handle confidential employee and business information professionally and discreetly
- Follow up with department leaders to ensure required information and assigned actions are completed on time
Employee and HR Administration
- Assist with employee onboarding, orientations, paperwork and training documentation
- Support the maintenance of employee files, attendance records and other required documentation
- Assist with timekeeping, employee punches and payroll-related preparation using ADP
- Help coordinate uniforms, facility access and other onboarding requirements
- Prepare and organize performance, attendance and training documentation as directed
- Respond to general employee questions and direct concerns to the appropriate manager or Head Office department
- Support holiday scheduling, overtime tracking and seasonal staffing requirements
- Liaise with Human Resources to ensure required information and documentation are submitted promptly
Drivers, Deliveries and Vehicle Coordination
- Coordinate daily driver schedules and delivery requirements across the company
- Communicate route changes, special deliveries and operational priorities to the driver team
- Monitor delivery issues and follow up with the appropriate departments to support timely resolution
- Maintain organized vehicle records, fuel information, service schedules and related documentation
- Coordinate vehicle maintenance and repair appointments
- Assist with maintaining required transportation and driver documentation
- Help ensure delivery and vehicle-related issues are communicated clearly and addressed promptly
Facility and Maintenance Coordination
- Receive and document facility and equipment maintenance requests
- Contact approved service providers and coordinate access to the facility
- Track maintenance requests from the initial report through to service completion
- Follow up with vendors and internal managers regarding outstanding repairs
- Maintain maintenance logs, service reports, quotations and related invoices
- Assist with preventive-maintenance schedules and required inspections
- Escalate urgent facility, equipment or safety concerns to the appropriate member of management
Seasonal Catering Support
- Provide administrative and operational support during approximately three major catering periods each year
- Assist with increased catering call volume, order administration, customer inquiries and internal communication
- Help coordinate seasonal staffing, scheduling, overtime and important order deadlines
- Communicate catering information and last-minute changes to production, management and other departments
- Maintain accurate catering records and assist with resolving order concerns
- Help ensure catering orders and information are communicated accurately and completed on time
Health, Safety and General Operational Support
- Assist with maintaining health-and-safety records, incident documentation and training records
- Ensure required forms and administrative supplies are organized and readily available
- Support the documentation and follow-up process for workplace incidents
- Assist management with operational reports, data entry and process tracking
- Help coordinate communication between production departments, drivers, management and Head Office
- Liaise with Human Resources, Finance, IT, Marketing and other departments to support smooth communication and timely execution
- Identify administrative or operational processes that could be simplified or improved
- Provide additional administrative and operational support as priorities change
Qualifications and Experience
- Three or more years of experience in an administrative, office coordination or operations coordination position
- Experience in grocery retail, food production, manufacturing, warehousing or another fast-paced operational environment is strongly preferred
- Experience with employee administration, driver coordination, logistics, maintenance tracking, scheduling or catering administration is an asset
- Strong computer skills, including proficiency with Microsoft Outlook, Word and Excel
- Experience using ADP, ERP software, scheduling programs or similar business systems is an asset
- Strong written and verbal communication skills
- Excellent organizational, recordkeeping and time-management abilities
- Ability to manage multiple priorities while maintaining accuracy and attention to detail
- Sound judgment and the ability to handle confidential information appropriately
- Post-secondary education in business administration, operations or a related field is preferred but not required
The Person We Are Looking For
The successful candidate will be:
- Highly organized, dependable and detail-oriented
- Approachable but confident when communicating with employees and managers
- Comfortable following up with others and holding people accountable for information and deadlines
- Resourceful and able to solve routine problems independently
- Calm and professional when priorities change or urgent issues arise
- Willing to take ownership rather than waiting to be reminded
- Able to recognize when an issue can be handled independently and when it should be escalated
- Comfortable moving between office responsibilities and an active food production environment
- Committed to following issues through to final resolution
- Flexible and willing to provide additional support during peak catering and holiday periods
Schedule Expectations
- Full-time, daytime position
- Regular on-site attendance at the Railside food production facility is required
- Some early-morning availability may be required due to production and delivery schedules
- Additional hours and schedule flexibility may be required during approximately three major catering periods each year and other peak holiday periods
What We Offer
- Company-paid benefits
- Weekly pay
- Employee discount on Summerhill Market products
- Daytime working hours with seasonal flexibility
- A varied position with opportunities to develop operational and leadership experience
- A collaborative workplace that values training, diversity, inclusion and employee recognition
Equity and Accommodation
Summerhill Market is an equal opportunity employer that values and encourages diversity in the workplace. We provide equal employment opportunities to all applicants and employees without discrimination based on race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status, disability or any other characteristic protected by applicable law.
If you require accommodation at any stage of the recruitment process, please let us know. We will be pleased to work with you to meet your accommodation needs.
Job Types: Full-time, Permanent
Pay: $25.00-$30.00 per hour
Expected hours: No less than 44.0 per week
Benefits:
- Dental care
- Discounted or free food
- Extended health care
- On-site parking
Ability to commute/relocate:
- North York, ON M3A 1B7: reliably commute or plan to relocate before starting work (preferred)
Application question(s):
- This is a fully onsite position at 129 Railside Road in North York. The role may require early-morning availability and additional hours during approximately three major catering periods each year. Please confirm that you can reliably meet these requirements and briefly explain why this Administrative & Operations Coordinator position interests you and how your experience has prepared you to manage competing priorities and follow issues through to completion.
Education:
- Secondary School (preferred)
Experience:
- Administrative or operations coordination: 3 years (required)
Language:
Work Location: In person
