Administrative Coordinator

Think we're just about redirecting food surplus? Think bigger.

• Pioneers in food rescue, we are a renowned leader in perishable food redistribution across Canada.
• With a mission fueled by a no-waste, no-hunger ethos, we're not just changing the game—we're rewriting the rules.
• Our strategic approach aligns with the United Nations’ Sustainable Development Goals (SDGs), making every day a step towards global change.

Reporting to the Office Manager, the Administrative Coordinator supports the day-to-day administrative operations of the organization, ensuring efficient processes, exceptional customer service, and seamless support across departments. This role is a key point of contact for staff, volunteers, vendors, and visitors, and plays a key role in maintaining organized systems, strengthening administrative workflows, and enhancing overall operational efficiency.

• Provide professional front reception services, including greeting and assisting visitors, volunteers, donors, vendors, and staff; managing visitor sign-in and building access procedures; and serving as the primary point of contact for the general phone line, main inbox, and internal request inbox, ensuring timely responses, coordination, and resolution of inquiries.
• Receive, sort, distribute, and coordinate incoming and outgoing deliveries, shipments, correspondence, courier services, and urgent deliveries, while maintaining organized and efficient administrative operations.
• Support the day-to-day operation of the office by monitoring office spaces, equipment, supplies, inventory, and maintenance requirements, coordinating with vendors, contractors, and service providers; and supporting opening, daytime, and closing duties as required.
• Maintain administrative records, databases, filing systems, tracking tools, and reports; support data collection, reporting, and analysis for operational planning and decision-making; and assign the development, documentation, and continuous improvement of Standard Operating Procedures (SOPs) and administrative workflows.
• Provide administrative coordination and support for meetings, training sessions, staff events, organizational initiatives, departmental projects, health and safety programs, and compliance requirements.
• Support the successful integration and engagement of volunteers and new administrative team members and staff by providing orientation, onboarding, training, procedural guidance, and ongoing day-to-day support while promoting a collaborative, service-oriented work environment.
• Assist with administrative financial processes, including petty cash administration and reconciliation, bank deposits, purchase requests, invoice tracking, vendor documentation, and related financial record-keeping.
• Promote and embody Second Harvest’s values of Innovation, Impact, Integrity; maintain confidentiality of organizational, donor employee, and stakeholder information; build positive relationships with internal and external stakeholders; and perform other related duties as assigned in support of organizational goals.

• Passionate: Inspired by Second Harvest’s mission of “No Waste. No Hunger.”
• Experienced: You bring 2+ years of administrative or office coordination experience, with the ability to manage competing priorities and support efficient day-to-day operations with demonstrated success.
• Customer-Centric: You have 2+ years in a client or customer-facing role, delivering consistently high-quality, responsive service with professionalism, empathy, and a solutions-focused mindset.
• Process-Oriented: Highly organized and efficient, you proactively improve processes, streamline workflows, and enhance overall service delivery.
• Communicator: You have strong verbal and written communication skills and can engage effectively with a wide range of stakeholders.
• Organized & Detail-Oriented: You manage time and tasks effectively, with a high level of accuracy and attention to detail.
• Diligent & Reliable: You take ownership of your work, follow through on commitments, and maintain quality and consistency in everything you do.
• Tech-Savvy: Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfortable learning new systems.
• Values-Aligned & Collaborative: You work well independently and as part of a team, and demonstrate a commitment to equity, diversity, inclusion (EDI), accessibility (AODA), and environmental stewardship.

Ready to lead at the forefront of food security and sustainability? Join us at Second Harvest and be part of a team that's not just meeting the standard but setting it. Apply today and be the change you want to see in the world.

Second Harvest uses AI tools to assist with application screening. We monitor these tools to reduce bias and ensure fair evaluation based on skills and qualifications.

Second Harvest is committed to fostering a diverse and inclusive work environment. We strongly encourage applications from all qualified individuals, especially those from equity-deserving groups, including racialized persons/persons of color, Indigenous peoples, women, persons with disabilities, and members of the LGBTQ2S+ community.

If you require any accommodations at any stage, please contact us via humanresources@secondharvest.ca and we will work with you to meet your needs.