Administrative & Operations Coordinator (Manufacturing)

Job Posting

SUMMARY

READY FOR A TASTY NEW CHALLENGE?

Summary

The Operations Coordinator is responsible for providing full administrative support to various departments, which may include general office duties, and coordinating office facilities. Operations Coordinator reports to Bakery Leader. The main responsibilities will be operations, payroll, benefits, health and safety and HR Support for all hourly team members only. This is a fully on-site role and will require some flexibility with schedule for event coordination dates.

Location: Etobicoke, ON. - Travel to various sites may be required

RESPONSIBILITIES

Operations:

• Ensure invoices are processed and approved in a timely manner
• SAP – Create PO’s, Receive PO’s
• Receive, distribute, and prepare mail for courier services
• Maintain and organize the filing system and update databases and other information as required
• Ensure all correspondence, communication and reports are dealt with in a timely and confidential manner
• Respond efficiently to all requests for office supplies and coordinate servicing of office equipment
• Maintaining plant budget files in various accounts and budget accruals on a period basis.
• Maintaining hourly team member’s confidential records including their personal information, training records and disciplinary actions
• Communicate with Cintas regarding uniform sizes
• Printing and posting of posters as required
• Events coordination – ordering items, food, set up, posters, clean up (town halls, lunches, recognition and service events)
• Provide LOA, STD, and vacation forms to hourly team members
• Any other tasks assigned by the Bakery Leader

Health & Safety:

• Full training matrix ownership – keeping signed records in binder, updating electronic training matrix, adding and removing new team members, having readily available for audit
• Monthly review of training matrix to see of any upcoming training requirements (ie. Expired forklift licenses upcoming etc)
• Review frequently to help coordinate with H&S to notify various departments when different types of trainings are needing to schedule a refresher
• Work with H&S to ensure training is scheduled and completed
• Work with H&S to ensure physical/digital training records are maintained and up to date
• Maintain safety shoe & glasses list and voucher programs

Talent & Development

• Workday administration and management for hourly team members (new hires, seniority list, promotions, transfers, compensation changes, etc)
• Attendance management administration for operations hourly team members
• Compensation changes in Workday for hourly team members
• One-time payments (tool reimbursement) for hourly team members
• Employment letters
• Data changes / updates – (contact info, banking etc) into Workday and any systems
• Ensure orientaiton packages are created on-time for new hires
• Issue FOB’s and keep log
• Draft letters and reminders for expired work permits

Payroll

• Full payroll administration for all hourly team members in Kronos
• System administration - Enter and remove team members
• Ensure hours are accurate before each pay cycle
• Ensure all team members have punched in and out and are approved by supervisors
• SIN updates into system
• Enter schedule into Kronos weekly
• Manage payments (historical payments, relief payments, personal days, union business, vacation, bereavement, etc)
• Manage absences for the week based on the schedule previously entered
• Add leaves reporting code in Kronos every week for all team members on a leave of absence
• Manage agency payroll and send hours to temporary agency
• Confirm Labour hours and adjust as necessary in Kronos
• Approve and sign off weekly payroll

Benefits, Pension and Leaves Management

• Complete benefit event in Workday Inbox for new hires
• Ensure entered within 31 days of hire date and any follow up on forms for new hires (benefits enrolment/change form and/or pension application)
• Validate addresses entered into Workday to ensure benefits cards are mailed to correct address
• Ensure benefits are activated in Workday following a LOA
• Make changes or email benefits team for changes to benefits for existing team members – (ie birth of child and new dependent)
• Ensure benefits teams is communicated with regarding any changes
• Enroll team members into the pension if they wish to participate
• Place team members on leave in Workday
• Return team members from leave in Workday
• Follow ups with team members on leave on a regular basis

REQUIRED EXPERIENCES

• Completion of high school: College degree an asset
• 3+ years experience as an assistant in a manufacturing environment preferred
• Exceptional coordination and time management skills required
• Strong computer skills (Word, Excel, PowerPoint)
• Superior organizational, administrative and project planning skills
• Self-directed with ability to work independently in a fast-paced environment managing multiple priorities
• Detail oriented
• Highly effective interpersonal skills to deal with internal and external contacts
• Able to work well with a variety of people and maintain confidentiality
• SAP knowledge is an asset.

Wonderbrands Group Competencies

FGF Group Competencies:

Adaptive Intelligence - Team Members respond effectively to challenges by evolving their skills, mindset, and approach.

• Flexibility, Agility, Adaptability: Thrives in dynamic environments by embracing continuous change. Quickly adjusts to new priorities and actively seeks innovative solutions. Uses setbacks as opportunities for growth

• and applies a relentless focus on improving outcomes. Approaches challenges with a proactive, solutions-driven mindset and openness to feedback.

• Calculated Risk-Taking: Makes strategic decisions by evaluating options and creating contingency plans.

Collaborative Intelligence - Collaborative intelligence empowers teams to unlock collective strengths and achieve results through synergy and mutual trust.

• Team First and Collaboration: Engages with Team Members and colleagues, builds relationships, and fosters an inclusive, innovative environment.

Entrepreneurial Intelligence - Equips Team Members to identify opportunities, overcome setbacks, and move ideas to execution effectively.

• Continuous Improvement: Drives innovation and optimizes processes to enhance quality and productivity.

• Customer and Product Focus: Addresses need proactively with accountability and a solution-oriented mindset.

• Fierce Execution: Achieves results with a strategic and hands-on approach, learning from mistakes and building trust.

Leadership Competencies

Inspire & Energize Team Members

• Continually inspires and develops Team Members​ and promote cross-functional collaboration.

• Supports, shared knowledge and experience with your Team through authentic conversations and development planning

• Communicates clear expectations​

• Uses insight and knowledge to influence others​

• Understands and acknowledge differences and modifies style to support unleashing potential

• Demonstrates patience and empathy, while listening​

Create Winning Relationships​

• Inspire enthusiasm & commitment by communicating a clear path to success​

• Empowers others by delegating and providing support and opportunities for growth​

• Identifies, raises and resolves conflict​

• Builds trust and models the “Coach Approach”​

Entrepreneurial Leadership​

• Encourages informed risk-taking and supports learning from outcomes.

• Creates an environment where your team enjoys working hard while having fun​

• Provides feedback to reinforce results​

Disclaimer: The above describes the general responsibilities, required knowledge and skills. Please keep in mind that other duties may be added, or this description may be amended at any time.

In compliance with Ontario’s Bill 190, we confirm that this posting represents a current existing vacancy within our organization.

We affirm that our hiring process, including candidate screening, evaluation, and selection, does not involve the use of Artificial Intelligence (AI) or automated decision-making tools. All assessments and decisions are conducted by qualified human professionals to ensure fairness, transparency, and compliance with Bill 149.

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