Position Summary

The Operations Coordinator & Administrative Assistant plays a key role in ensuring the efficient day-to-day operations of Muslim Food Bank & Community Services Society. This position is responsible for coordinating organizational processes, supporting cross-departmental operations, and providing high-level administrative support to senior management. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while ensuring smooth communication and workflow across the organization.

Key Responsibilities

Operations Coordination

Coordinate and monitor day-to-day operational activities across the Hamilton Food Bank to ensure tasks are completed efficiently and on schedule. Develop and maintain operational processes, systems, and documentation to improve organizational efficiency. Coordinate communication and collaboration between departments and regional offices. Assist in implementing and monitoring organizational policies, procedures, and operational standards. Prepare operational reports, track key administrative metrics, and provide regular updates to management. Identify operational challenges and recommend process improvements. Support planning and coordination of organizational events, meetings, workshops, and special initiatives. Assist with resource allocation and coordination of administrative and operational priorities.

Administrative Support

Provide administrative support to senior management and department leaders. Maintain organized physical and electronic filing systems. Perform accurate data entry and maintain organizational databases and records. Coordinate communication with staff, volunteers, donors, vendors, and external stakeholders. Receive, sort, and distribute incoming correspondence and organizational documents. Assist with volunteer and staff onboarding by preparing documentation and coordinating administrative requirements. Monitor office supply inventory and coordinate purchasing when required. Support basic bookkeeping functions, including expense tracking, petty cash records, and administrative financial documentation. Maintain confidentiality of sensitive organizational, employee, donor, and client information. Perform other administrative and operational duties as assigned.

Qualifications

Education

Diploma or Bachelor's degree in Business Administration, Office Administration, Operations Management, or a related field is preferred.

Experience

Minimum 1-2 years of experience in administrative support, office coordination, or operations. Previous experience in a non-profit organization is considered an asset. Experience coordinating multiple projects or organizational operations is preferred.

Skills & Competencies

Excellent organizational, planning, and time management skills. Strong coordination and project management abilities. Exceptional verbal and written communication skills. High attention to detail and accuracy. Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment. Strong problem-solving and critical thinking skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace. Ability to maintain confidentiality and exercise sound judgment. Strong interpersonal skills with the ability to work collaboratively across departments. Self-motivated, adaptable, and capable of working independently with minimal supervision.

Position Details

Part-time position (20 hours per week). On-site position.

Regular working hours are

Monday to Thursday: 9:00 AM – 1:00 PM Saturday: 10:00 AM – 2:00 PM The successful candidate is expected to maintain a consistent work schedule and be punctual and dependable. Occasional flexibility in working hours may be required to support organizational events, meetings, or operational priorities.