Operations Administrative Coordinator

Operations Administrative Coordinator Location: 12 - 12777 76A Avenue, Surrey, British Columbia V3W 4Y8 – On-site Employment Type: Full-time, Permanent Salary: CAD $40,000–$42,500 per year Schedule: Monday to Friday 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, and major mainstream customers. We are seeking an organized, resourceful, and detail-oriented Operations Administrative Coordinator to join our Surrey, British Columbia operation. Position Overview The Operations Administrative Coordinator supports the day-to-day order management, invoicing, delivery coordination, customer communication, reporting, and administrative activities of the branch. The role works closely with Branch Management, Sales, Warehouse, Logistics, customers, and other internal departments to ensure orders are processed accurately, deliveries are coordinated effectively, operational records are maintained, and outstanding matters are followed through to completion. In addition to core operations responsibilities, the successful candidate will provide broad operational and administrative support to Branch Management across a variety of functions and priorities. The role therefore requires strong multitasking ability, advanced Excel skills, sound judgment, resourcefulness, 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 properly 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. Delivery & Logistics Coordination Coordinate daily customer deliveries with Warehouse, drivers, carriers, Sales, and Branch Management. 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, and documentation issues. Maintain accurate delivery and proof-of-delivery records. Branch Management Support Provide day-to-day operational and administrative support to Branch Management. Assist with operational reports, spreadsheets, data analysis, follow-ups, documentation, scheduling, customer and vendor coordination, and other branch 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 branch priorities. 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, priorities, and delivery requirements. Coordinate with Warehouse regarding product availability, order preparation, fulfillment, and shipping priorities. 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, or operational risks when required. Customer & Administrative Support Respond professionally to routine customer inquiries regarding orders, deliveries, invoices, and related matters. Manage operational correspondence through email, telephone, and other approved channels. Maintain organized electronic and physical records. Support document control, filing, data entry, reporting, and general office administration. Assist in maintaining an organized and professional office and customer-facing area. Perform additional duties as assigned to support branch operations. Reporting & Data Management Prepare and maintain reports relating to sales orders, invoicing, deliveries, outstanding issues, and other operational activities. Use Excel to organize, analyze, reconcile, and present operational information. Monitor data for errors, exceptions, or discrepancies and follow up as required. Maintain accurate and complete records to support Management reporting. Identify recurring operational issues and support implementation of practical improvements. Required Qualifications Experience 1 - 2 years of relevant experience in order processing, invoicing, operations coordination, logistics, customer service, distribution administration, or a related role. Hands-on experience with customer order entry and invoicing using an ERP or accounting system. Experience coordinating deliveries, shipments, or logistics activities is preferred. Experience in food, CPG, distribution, wholesale, manufacturing, importing, or another physical-product environment is preferred. Technical Skills Experience with Sage 300, ACCPAC, Simply Accounting, or a comparable ERP/accounting system. Strong Excel proficiency, including VLOOKUP/XLOOKUP, PivotTables, formulas, sorting, filtering, and working with large data sets. Strong working knowledge of Microsoft Outlook and Word. Strong data-entry accuracy and ability to work with transactional information. Ability to prepare and maintain spreadsheets, operational reports, invoices, 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 ability to ensure matters are completed rather than left unresolved. Comfortable supporting Branch Management across a variety of operational and administrative functions. Strong verbal and written communication skills. Practical problem-solving ability. Strong clerical and administrative skills. Ability to work effectively with Sales, Warehouse, Logistics, customers, and Management. Flexible and adaptable to changing operational priorities. Results-oriented with a strong sense of accountability. Work Requirements This is a full-time, fully on-site position. Monday to Friday. Must be able to work effectively in a fast-paced distribution environment. Must be legally authorized to work in Canada. Work Location 12 - 12777 76A Avenue Surrey, British Columbia V3W 4Y8 Compensation & Benefits CAD $40,000–$42,500 per year, based on experience and qualifications. 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 coordination, multitasking, and branch operational support are invited to apply through LinkedIn or submit an updated resume to [email protected].

The role manages day-to-day order processing, invoicing, and delivery coordination while supporting branch management with administrative tasks. It involves cross-functional collaboration with sales, warehouse, and logistics teams to ensure accurate order fulfillment and operational efficiency.

Requires 1-2 years of experience in operations coordination or logistics, preferably within the food or distribution industry. Proficiency in ERP systems and advanced Excel skills (VLOOKUP, PivotTables) is essential.

• Paid time off • On-site parking • Employee discounts • Training and development opportunities

• Gestion du tempsSouhaitée
• Service à la clientèleSouhaitée
• ERP systemsSouhaitée
• Résolution de problèmesSouhaitée
• Administrative SupportSouhaitée
• Route PlanningSouhaitée
• Analyse de donnéesSouhaitée
• ReportingSouhaitée
• MultitaskingSouhaitée
• Saisie de donnéesSouhaitée
• Communication SkillsSouhaitée
• invoicingSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Order Processing
• Invoicing
• Logistics Coordination
• Advanced Excel
• ERP Systems
• Customer Service
• Data Analysis
• Route Planning
• Administrative Support
• Multitasking
• Time Management
• Communication Skills
• Problem Solving
• Data Entry
• Document Control
• Reporting

• Administrative
• Logistics
• Food & Beverage
• Manufacturing
• Customer Service & Support

Expérience minimale

0+ ans

Postuler avant le

1 mars 2027

Langue de l’offre

anglais

Heures de travail

40 heures par semaine

Niveau d’expérience

Entry level

Mode de candidature

La candidature directe est offerte